TOWN OF FARMINGTON
BOARD OF SELECTMAN
PUBLIC MEETING MINUTES
Monday, April 9, 2007
Selectman Present: Chairman Gerald McCarthy, Martin Gilman, Paula Proulx, Joel Chagnon and Joan Funk
Public Present: Town Clerk Kathy Seaver, Police Chief Scott Roberge, Fire Chief Rich Fowler, John Wingate, and Jane Wingate
Chairman Gerry McCarthy called the meeting to order at 6:00pm.
Minute Approval:
Joan Funk moved to accept the public minutes from 4/2/2007 as amended, Marty Gilman seconded. Motion passed with Joel Chagnon abstaining.
Marty Gilman moved to accept the non-public minutes of 4/2/2007 as amended, Joel Chagnon seconded. Motion passed with all in favor.
Marty Gilman moved to accept the 4/4/2007 minutes as written, Paula Proulx seconded. Motion passed with all in favor.
Marty Gilman moved to seal the minutes from 4/4/2007, Joel Chagnon seconded. Motion passed with all in favor.
Public Input: Fire Chief Richard Fowler advised the Board that there will be a fire training at 157 Meaderboro Road this Saturday. The fire department will be notifying all residents in the area of the fire by going door to door this week.
Trustees/ Town Clerk Tax Collector Request: Town Clerk Kathy Seaver asked for the Board's approval to create a private office space within the Municipal Office Building that she can use to meet with taxpayers, so they have privacy. Kathy informed the Board that the Trustees are all in favor of expending the money for the project from one of the Trust Funds. Joan Funk questioned if Kathy had applied for a grant for this project. Kathy replied she has applied for the grant and if the grant is awarded she will turn that money back to the Trustees. Kathy has two bids for the work, one from Francis Marcoux to do the repair work and one from Doug Gibbs to do the painting, both bids are equal to approximately $5000.
Trustee, John Wingate stated that the Trustees were all in favor of funding the project out of the James E. Thayer Fund which currently has $6,300 available from interest. Joan Funk moved to approve the Town Clerk office space project with the money being expended from the James E. Thayer Fund, Paula Proulx seconded. Motion passed with all in favor. Marty Gilman moved to accept the two quotes Kathy Seaver received from Francis Marcoux and Doug Gibbs for the office space project, Joan Funk seconded. Motion passed with all in favor.
Discussion with the Trustee:
1. Paula Proulx asked John Wingate (Trustee) if he knew if one of the stipulations of the Leon Hayes Fund is to have a Birthday Ball each May 2nd in his memory. John Wingate stated that he is not sure but he will look into it and report back to the Board as soon as possible. Joel Chagnon added that he believes this fund was set up in which a portion of the fund went to town projects and a portion went to the birthday ball, but there was not enough money in the fund to support the ball the next year after the last one.
2. The Trustees requested that the Selectmen allow them to hire a professional bookkeeper for the trust funds. Kathy Seaver advised the Board that the Law specifically states that one of the trustees must be the bookkeeper of the funds but can be paid to do so. The Board was in concensus to table this discussion until next week when they could have more information.
3. John Wingate reminded the Board that the town clock tower needs attention and maintenance. He also stated that there is no trust fund for the clock anymore because it was transferred to the Old Town Hall Restoration.
4. Gerry questioned if all the trust funds are interest only. John Wingate said the Trustees can only expend the interest earned on all the trusts.
Discussion of Landfill Fees: Paula Proulx reminded the Board that Joel Moulton is currently working with the State to keep the landfill open as long as possible and the fees charged are being set aside to pay for the impending lanfill closure. Joan Funk questioned if Joel Moulton has a list of what the disposal fees would be when the landfill is closed and we have a transfer station. Paula replied that she believes Joel does have such a list but the Board can request that he supplies them with such a list.
The board discussed that the differences in fees for the pick-up trucks and the 10 wheeler dumptruck do not seem suitable and these need to be addressed. Marty also added that since we are collecting so much money at the landfill now it may be worth setting up a phone line there and hooking up a computer to track the fees collected more responsibly. The Board will revisit this discussion next week.
Bond Reduction Request for Jones Brook: Joel Moulton wrote a letter to the Board recommending them to reduce the Jones Brook bond and commended the work done by Jones Brook LLP thus far. Marty Gilman moved to reduce the Jones Brook bond to the amount of $50,000 per Joel Moulton's recommendation, Paula Proulx seconded. Motion passed with all in favor.
Review of Contractual Planner Contract: Paula Proulx advised the board that this new contract states that the billing rates on this contract could change effective July 1, 2007. Joan Funk questioned why this contract does not specifically contract Julie LaBranch. Paula replied that Strafford Regional Planning Commission (SRPC) tries to send Julie when they can but in the event she is unavailable will send one of their other planners. Marty Gilman moved to extend the planner services contract with SRPC until June 30, 2007 with the option to renegotiate the contract with the new billing rates at that time, Joel Chagnon seconded. Marty Gilman moved to amend his original motion to state July 15, 2007 instead of June 30, 2007, Joel Chagnon did not agree to the amendment; amendment
fails. Motion passed with all in favor.
Composition of CIP (Capital Improvement Plan) Committee: Gerry McCarthy provided the selectmen with copies of RSA 674:5, 6 and 7. Gerry would like to see two selectmen, two budget committee members and one planning board member on this committee. The Selectmen were in agreement with this arrangement and Gerry will notify the Budget Committee and the Planning Board that they need to appoint members to the CIP.
Updates and Correspondence:
1. Gerry McCarthy questioned who takes down the Christmas lights downtown. Police Chief Scott Roberge stated that his department and the highway department generally do and he will get together with Joel Moulton to schedule a time to take down the lights.
2. Joel Chagnon moved to appoint JoAnn Doke to the Downtown Committee, Marty Gilman seconded. Motion passed with all in favor.
3. A letter from the Code Enforcement Officer, Dennis Roseberry, was received by the Board stating that Peaceful Pines have not responded to his letters regarding the conditions of their license renewal and he would recommend them coming in front of the Selectmen for this process. The Board was in concensus to have Peaceful Pines come before the Board when renewing their license.
4. Police Chief Scott Roberge informed the Board that the police department will receive approximately $12,000 from the Feds from the large drug seizure they were part of awhile ago. The Chief needed a signature from the Selectmen to accept the money and Gerry McCarthy signed the form as Chair. The Chief was unaware of when these funds would actually be distributed.
5. Paula Proulx questioned if the public hearing for the Road Acceptance Policy and the Road Weight Limit Ordinance was properly advertised in the paper. Gerry stated that the hearing would need to be rescheduled due to posting requirements, the new hearing date was set for April 23, 2007 at 7pm. Gerry will instruct Megan Taylor-Fetter, Town Secretary, to post the hearing in the paper.
6. Paula questioned if the Scott Lawson Group was scheduled to come back for the air quality re-test. Gerry responded no.
7. Paula reported that the Town received the Samco CDBG grant check for $343,000 but that Kristie Marquis was out of town so the check would have to be deposited when she got back. Gerry stated he would call the grant administrator Donna Lane and Dennis McCann to schedule a time for them to answer some questions this Board has about how the monies are expended.
8. Joan Funk remarked that in reading the Water/Wastewater Department Monthly Report she didn't see anything that indicated the results of the tests done. Gerry responded he will ask Dale Sprague to include this but that Dale is really good at informing the Board whenever there is a bad test.
9. Gerry advised the Board that Purchase Orders are being used for everything again and questioned the Board as to whether or not items that were voted on by the Board need to be checked before he signs them. The selectmen were in concensus that as long as the item was voted on it would not be necessary to bring in back in front of them.
Marty Gilman moved to go in non-public under RSA 91A:3.2.a and b, Joan Funk seconded. Roll Call - Joel Chagnon (yes), Paula Proulx (yes), Gerry McCarthy (yes), Marty Gilman (yes) and Joan Funk (yes).
Marty Gilman moved to adjourn, Joan Funk seconded. Motion passed with all in favor.
Meeting adjourned at 9:12pm.
Respectfully Submitted,
Brandy Sanger
Recording Secretary
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Chairman, Gerald McCarthy Vice-Chairman, Martin Gilman
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Paula Proulx Joel Chagnon
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Joan Funk
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