TOWN OF FARMINGTON
BOARD OF SELECTMEN
PUBLIC MEETING MINUTES
Wednesday, December 26, 2007
Selectman Present: Chairman Gerry McCarthy, Martin Gilman and Paula Proulx.
Selectman Excused: Joan Funk and Joel Chagnon
Town Staff Present: Town Administrator Anthony Mincu, Police Chief Scott Roberge, Lt. Kevin Willey, Water Department Head Dale Sprague, Finance Administrator Pam Merrill, Fire Chief Rich Fowler and Public Works Director Joel Moulton.
Chairman Gerry McCarthy opened the meeting at 5:33 pm.
1. Updates and Correspondence:
A. The Board received comments back from PSNH regarding the streetlight conversion program contract. Tony stated that he is comfortable with the contract and recommended the board sign it. Marty Gilman motioned to sign the PSNH Smart Start contract as presented, 2nd Paula Proulx. Motion carried with all in favor.
2. Budget Review:
A. Police Department - Chief Scott Roberge presenting
Paula questioned why the overtime line keeps changing and Tony explained that it was his fault and is the correct number now.
Paula questioned why the holiday pay line changed? Chief Scott Roberge explained that the new number reflects the true dollar amount it will cost because he never took into consideration the pay increases into this line before.
Marty questioned how many employees there are in the department now. Scott replied last year he had 12 but he now has 14 to maintain the department with the Town's growth.
Marty questioned the amount of funds spent on the canine for the department. Scott replied that he does most of the training on his own time and that the department fundraises all the funds for the dog except for the $750.
Gerry suggested lowering the overtime line from $45,000 to $35,000 because he feels it would be a more realistic number historically. Scott replied that he would like to keep the line where it is because he uses this line to hold the bottom line when other lines are hit unrepentantly.
Gerry stated he is going to propose purchasing one new vehicle this year and keeping the vehicle that is being replaced to be used for traveling back and forth to court. Scott replied he is not sure it makes sense for an officer who lives in Dover to come to Farmington to pick up a cruiser and return to Dover for court, plus, the court reimburses the Town for court appearances. Paula questioned the liability of officers using their personal vehicles to travel to and from court and the Chief responded that they usually have no other choice. Paula asked Tony to look into the liability issue.
Paula questioned for an explanation on the supply line and Scott explained the line includes $1600 for postage, $3500 for SPOTS licensing, $2500 for upgrades to the laptops and replacing the transcribers. Paula questioned why the line is higher this year and Scott explained the laptops were down for a good part of last year so he didn't have to pay as much. Marty asked if the drug forfeiture money can be put towards this line and Scott replied no it can only go towards new equipment and he is planning to use that money to purchase SWAT equipment for his officers.
Gerry questioned the new equipment line, he said that it seems like the department purchases new printers and digital cameras each year. Scott replied that he does purchase printers and digital cameras each year because of extreme use and this line includes three computers to replace the 5 year old ones that are not compatible with the ICM system. Scott also explained that the HUB system they currently have is getting old and could have to be replaced at anytime according to the guy who does the maintenance on the system.
Marty commented that he is glad the building maintenance line is at $10,000 and would like the Chief to use that money for repairs to the station that includes the heating on the north side and the electrical work that needs to be done.
B. Animal Control- Chief Scott Roberge presenting.
Gerry stated that he still has a problem with paying the animal control officer an hourly rate instead of having her on call and receiving a stipend. Scott explained that she works five days a week (22 hours) and she utilizes all that time on calls, paperwork, and following up on dog licensing that is not being done. Lt. Willey stated that the dog licenses and fines have brought in over $8000 in revenue this year and at least $2000 of that was due to the work of the officer. Also the officer has organized a micro chipping clinic and is working regionally to come up with an animal disaster plan. Gerry commented that he is concerned that this position is going to become full time in the future and require benefits as well. Scott replied he does not
foresee a full time animal control officer anytime in the near future.
C. Fire - Chief Rich Fowler presenting.
Paula asked why some of the lines came down when added the funds needed for the three full time positions. Rich explained that the EMT on call pay came down because he would not need to pay out as much with an EMT at the station all the time. The dispatch line came down because he received the most recent bill, so the new number reflects a true amount. Rich also explained that in trying to budget responsibly to get the authorization for the three full time positions he cut his radio line down by removing two pagers and took out one set of gear from the protective clothing line. Rich explained that with the full time positions the budget would have a 5% increase and without a 4% increase. Tony commented that the difference this year would be about a
penny and two pennies next year because we would be budgeting the positions for 12 months instead of 8. The full cost of the three positions with benefits is $137,318, with the 8-month figure being $108,701.
Gerry questioned the full time overtime line and what it would be used for. Rich explained the line would be utilized to pay overtime to the three positions in case they are on a call when their shift ends or if they are needed for a large call when off duty.
Rich commented that the payroll line and per-diem line should be one line now and Pam will make the change.
Gerry questioned why the department couldn’t utilize a per diem person on the overnight shift instead of a full time person because then they would not require benefits. Paula asked what the cost of a per diem person would be for an overnight shift. Rich replied the cost would be about $50,000 and that he is willing to do what ever the Board asks him to do. His main concern is the EMT coverage on the overnight shift because his EMTs live further out of town and the response time is longer than fire. Paula requested a budget that reflects per diem coverage for the overnight shift and the costs for a full 12 months as well.
Gerry questioned why the Americorp grant line is doubled this year and Rich explained that last year he paid the first $6000 out of the previous budget, where as this year he needs to pay both installments.
D. Fire Capital Improvement Plan
Rich reported that Engine 2 is the only truck that is scheduled for replacement before 2010. He stated he doesn't need a pumper but getting a combination pumper/rescue truck would offer fire capability to the truck and allow it to go out on automobile accident calls without the Quint.
Paula asked where Engine 1 fits into the plan and Rich said realistically it will last until 2015 if they take good care of it.
E. Salary Scale of the Public Works Sector - Dale Sprague presenting.
Dale reported that Kathy Seaver, Joel Moulton, Pam Merrill and himself have been working on this salary survey for a few months. They began by surveying similar towns to get information on what they pay in salaries, and then used the LGC wage reports and the Gallant report and then factored in the town wage scale. From all these references they created the 2008 wage scale Dale presented to the Board tonight. Dale explained that he boxed in the pay increases he would suggest for his employees.
Gerry asked for copies of the LGC report with the benefit scale for the positions we have in town so that the Board can review the pay scales for the entire town. Gerry explained that years ago, all employees received a COLA raise and then an extra 2% could be applied for merit, so he would be very interested in seeing what Dale has found. Gerry also asked for a list of the towns Dale surveyed.
Lastly, Dale stated that he feels the Board should also address the retirement program for the employees, explaining that currently the staff is at about 5.1% where the state retirement is 8%. The Board agreed to look at this program when they review the pay scales though it was discussed that the Board offered the employees to go on state retirement a few years ago and no one wanted it.
F. Public Works Budget Review: Public Works Director Joel Moulton presenting.
Joel stated he would like to encumber the following lines;
line 01-4312-10-692 (winter sand), he budgeted $15,500, would like to encumber $1,221.40, so proposing $14,278.60.
line 01-4312-10-630 (rebuild/repair/repave), he budgeted $125,000, Tony cut to $110,800, would like to encumber $49,736.36, so proposing $75,263.64.
line 01-4312-20-393 (tree removal), he budgeted $7000, would like to encumber $3,450, so proposing $3,550.
line 01-4312-20-394 (painting of lines), he budgeted $17,500, Tony cut to $15,000, would like to encumber $7,230.69, so proposing $10,269.31
line 01-4312-30-740 (culverts/catch basins), he budgeted $7,500, would like to encumber $6,880.50, so proposing $619.50. Gerry asked if FEMA funds can be used and Joel responded that the FEMA money would be expended on projects as a result of the fund but that he has a list of other projects that need to be completed.
line 01-4312-50-740 (cutting edges), he budgeted $5,300, would like to encumber $3,720.36, so proposing $1,579.64.
line 01-4312-30-741 (guard rails), he budgeted 0, would like to encumber $8001.57, so still proposing 0.
line 01-4312-10-631 (sidewalks), he budgeted $10,000, Tony cut to $2,000, he would like to encumber $9,132, so proposing $868. Gerry asked if there is a plan for the sidewalk work and Joel responded yes.
line 01-4312-10-632 (erosion control), he budgeted $4,000, Tony cut to $2,500, he would like to encumber $2,723.25, so proposing $1,276.75.
Paula questioned line 76 (rent mower) because the description states that it will cost $5000 but he only budgeted $4,000. Joel explained that he has been able to mow in 2 1/2 weeks instead of three, and he can usually eliminate the trucking fees.
Gerry asked what is left of the FEMA funds and Joel responded $136,431.31, which is slated for seven projects that he needs to complete. Gerry inquired about the 12.5% reimbursement from the state. Joel responded that there is no guarantee the Town will receive those funds and are still waiting for the 2006 flood reimbursement. He explained that if the funds do come in then they could be applied to the budget.
Joel explained that the town's grader has a problem with the drive motors and after some research discovered that it is a manufacturing defect in which the whole motor needs to be replaced. The worst-case scenario for the replacement cost is $31,833.94 and is really a necessity.
Joel stated that in summary his original budget request was for $873,527.47, he would like to encumber $60,753.84; the grader repairs are $31,833.94, for a total new budget
B. Water/Wastewater Department Final Budget Review - Department Head Dale Sprague presenting.
1. Dale stated that the personnel line (line 214) was slightly adjusted because one of his part-time employees will be utilized more by the Public Works Department.
2. Dale informed the Board that he would like to purchase GIS equipment to assist the Town with identifying correctly where items like water mains are located. He is proposing to split the cost of the equipment with the Public Works Department in which both of his departments would pay $750 and Public Works would pay $1500. Dale commented that the other departments in town could also utilize this system. The Board was in consensus that it would be a worthwhile purchase and was added to the tools and maintenance lines in each respective department budget.
3. Dale stated he could remove $2000 from line 220 (vehicles) because he did get the 1 Ton sandblasted and it is currently being painted.
4. Dale requested that the Board review the financial reports for the two departments and consider a slight rate increase to decrease the deficit and plan for the future.
5. Dale questioned the Board as to when would be a good time to meet with Underwood Engineers so that they can present the information they gathered while developing the Water Master Plan and rate study. The Board was in consensus that it could wait a few weeks because they are busy reviewing budgets. Paula added that it might be beneficial for the CIP committee to sit in on this presentation.
6. The Board discussed options for increasing the water service on Rte. 11 from the old Textron Plant to Rite Aid with Dale. Dale suggested two possible solutions with one going up South Main Street and the other just down Rte. 11, with the later being his first choice.
3. New Business:
A. Tony reminded the Board that the Lions Club previously donated $700 towards the Christmas lights in Town. So when the Town paid the $1000 to the police department for the lights as approved last Monday, only $300 came from the Town budget.
B. Tony informed the Board that Megan Fetter, Secretary, is seeking bids for the Town Report printing.
4. Old Business:
A. Review Farmington Marketing Packet for the Sarah Greenfield Business Park - Joan commented that on Page 10 in the last paragraph the wording needs to be changed to read the Town has a "paid and volunteer" fire department and ambulance service. Marty questioned why the road to the right of Artemis is not included on the map. Paula stated that the Economic Development Committee researched for this road easement and was unable to locate any such document, so it will need to be discussed. Gerry questioned the road being built out by the daycare and Paula responded that it would be a topic of discussion as well in the near future. The Board was in consensus that the Marketing Packet looked good and gave the go ahead to print them.
5. Updates/Correspondence:
A. The Boy scouts requested to use the Municipal building foyer and bathrooms on Saturday November 10th and 17th for their scouting for food community service project. The Board Okayed this and agreed that Brandy Sanger will let them in to the building and secure it when they are through.
B. The Board reviewed a draft letter to the Middleton Board of Selectman in regards to the EMS service being primarily provided by Farmington. The Board agreed that letter looked good and to forward it.
C. Tony reminded the board that on Tuesday, November 13, 2007 at 9am they would need to meet to set the tax rate. In discussion it was discovered that all the Selectman would not be available at this time. Joan Funk motioned to utilize any money above 12% that is remaining in the undesignated fund balance to be used to buy down the taxes, 2nd Marty Gilman. Motion carried with all in favor.
6. Review of Minutes:
A. Joan Funk motioned to accept the non-public minutes of 10/22/2007 as written, 2nd Marty Gilman. Discussion followed in which Paula offered a friendly amendment to have the minutes accepted as amended to note the addition of the fact that Dale Sprague stated that Triple A Pump suggested another model of pump may be a better alternative for the pump station at Campbell Commons. Joan and Marty accepted the amendment. Motion carried with all in favor.
B. Joan Funk motioned to approve the public minutes of 10/22/07 as written, 2nd Marty Gilman. Motion carried with all in favor.
There will be no Selectmen meeting on Monday, November 11, 2007.
Marty Gilman motioned to adjourn, 2nd Joan Funk. Motion carried with all in favor.
Meeting adjourned at 9:18pm.
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 A. Funk
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