TOWN OF FARMINGTON
BOARD OF SELECTMEN
WORKSHOP MINUTES
Thursday, October 11, 2007
Selectman Present: Vice-Chairman Martin Gilman, Paula Proulx and Joan Funk.
Selectman Excused: Joel Chagnon and Gerry McCarthy
Town Staff Present: Town Administrator Anthony Mincu, Town Clerk Kathy Seaver, Finance Administrator Pamela Merrill and Fire Chief Richard Fowler.
Vice -Chairman Marty Gilman opened the meeting at 6:04 pm. Marty reminded the Board that the purpose of tonight's workshop is to begin looking at the proposed budgets from the town clerk's office and the fire department.
Town Clerk Budget Proposal:
Kathy presented the Board with her department's proposed budget for 2008. She explained that the supervisors and ballot clerks lines may come down if the primary gets moved to 12/07, but she is unsure still so she included it. It was also stated that line 12 was an error and this grant line should read 0. Kathy also explained that the mileage line is broken out for each department this year and that she increased the registry recording line this year (in Administration Budget) due to the economy and the amount of liens/foreclosures expected.
Marty commented that he would like to be able to give the taxpayers a break this year on their tax bills. Kathy replied that it would be ideal but reminded him that the town has consistently come in the same or under the previous year and that it is the school department that actually goes up and plays a large part in increases.
Kathy reported that she has been working on doing a salary cost analysis to see how Farmington's employees compare with similar towns. She will forward this information to the Board as soon as it is all compiled.
Fire & Ambulance Budget Proposal:
The Chief started by informing the Board that he now has 38 people on his roster and so far this year they have had 395 fire calls and 558 EMS calls. Rich stated that his department also covers 70% of Middleton's ambulance calls without reciprocation because they do not have the staff to cover them. Rich stated that he feels something needs to be done and recommended charging Middleton a yearly fee or a per call fee for our assistance with their medical calls. Tony stated that a per call fee would be better than entering a contractual yearly fee. The Board will work on a solution and get back to Rich soon so that Middleton can prepare their budget appropriately.
In going through the proposed budget the Chief cited that his current salary is $53,300 and that the proposed budget amount was calculated by the computer program not entered by himself. He also commented on the following lines:
1. line 103 - dropped $1000 because employee turnover has dropped,
2. line 105 - Chief gets a $50 stipend for his Nextel. Tony added that the Board should consider this type of stipend for all department heads,
3. line 106 - $600 fire reporting software maintenance agreement and $400 for incidental computer costs
4. line 107 - increased $300 because more calls equals more paperwork
5. line 108 - new payroll plan is working great
6. line 109 - keep same to keep trainings up to date
7. line 111 - need 2 pulse oxcimitors at $2000, $4000 4" hose supply, $500 stretcher maintenance, $2500 hand tools and $1000 for emergencies.
8. line 112 - to go towards forestry truck maintenance, backpacks and hoses
9. line 113 - for fire prevention programs
10. line 114 - can be reduced to $6,092 because the contractual fee is staying the same. Rich commented that he is looking into joining the Seacoast Hazardous Group for about $1500-$2000 but he will bring this to the Board as soon as he has more information.
11. line 117 - Engine 2 just failed the pump operating capacity test and the parts are no longer available so a new truck will need to be put in the CIP. He recommends a rescue/pumper truck and will be working on trying to locate and win grants.
12. line 118 - By Jan. 1st everyone should be online with the new system except for the church across from the fire station. Marty asked the Chief to include the library with the line for the church.
13. line 120 - Rich commented that what he logs for fuel and what he gets billed for do not often match and he suggested the board consider a better tracking system. The Board will look into this.
14. 122 - This line considers the Chiefs recommendation to convert to per diem EMTs and a part time fire fighter to full time EMS staff. Rich stated this would decrease this line (even though the benefit lines would increase) and would provide consistency, coverage and allow him to better delegate work. Rich commented that the ambulance billing line is up $115,00 to $125,000 plus revenues would also be increased with charging Middleton for calls. Tony interjected that for the size of our municipality as far as the Fire and EMS are concerned, he is convinced that the Town could use these three full time positions and work on the scheduling to make sure the station is covered 24 hours a day. Tony stated that the ambulance revenue could be put in a
revolving fund to pay for these employees. Pam Merrill added that the account could be set up like the land use taxes in which have goes to the town and half goes to a separate fund. Paula stated that she is concerned about the night time coverage and questioned why Rich is not asking for a position to cover the overnight shifts where the response time is longer. Rich responded that he needs the consistent coverage during the day so that he can delegate responsibilities and that by having the full time positions during the day he can move other people to the night shift. Rich said that he might even be able to offer a $25 stipend to those volunteers who offer to stay at the station at night. Rich would look into the scheduling at the station and the full cost of the positions he would like to include.
15. Marty asked what is left in the truck/equipment fund? Rich said about $88,000 if he had to guess. Marty asked him to attend the CIP meeting on October 17th and to put down in writing the number of Middleton calls with the number of reciprocation aid that we get from them.
16. line 124 - Rich explained that this line is up in anticipation of 3 full time positions but if the Board does not agree to the positions then he would like to at least purchase the part time people a uniform each.
17. line 126 - Rich explained that he would like to add a part-time secretary for 10-20 hours per week to assist with reports, letters, inspections and collections. Currently Rich utilizes the Selectman Secretary Megan for at least 5 hours a week but with the increased volume in calls, the secretarial work is increasing.
18. line 128 - Rich explained that he put the $4000 on hold for the shower because he was unsure if the Board wanted him to expend the money when he wasn't sure how long it would be before a new safety building is built. The board responded that they already approved the expenditure for the shower and would like the project completed as soon as possible.
19. line 130 - Rich put this line if for potential coverage for over time if get the three full time positions.
The Board made final comments on Rich's proposed budget. Joan stated that she would be in favor of the three full time positions with partial funding from the ambulance revenue and not the secretary. She also commented that the rest of the budget looks good. Marty stated that he would be in favor of a secretary and two full time positions. Paula commented that she is concerned with the PM response time and coverage and could maybe use the Middleton fees to pay stipends for those who would stay overnight. She suggested working on the night time coverage before the day. Rich closed by asking the Board to consider at least one full time captain at about $35,000. Paula asked Pam to figure out the benefit costs for a $35,000 salary.
Joan questioned what type of maintenance his department does on the station structure. Rich replied that they have done some cosmetic work but that he could do a better job at the maintenance of the building and will include maintenance duties in their daily chores. He also stated that he will include these projects in his monthly report to the Board.
Joan Funk motioned to adjourn, 2nd Paula Proulx. Motion carried with all in favor.
Meeting adjourned at 8:34pm.
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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