TOWN OF FARMINGTON
BOARD OF SELECTMEN
PUBLIC MEETING MINUTES
Wednesday, January 2, 2008
Selectman Present: Chairman Gerry McCarthy, Paula Proulx, Martin Gilman, Joel Chagnon (arrived at 6pm) and Joan Funk.
Town Staff Present: Town Administrator Anthony Mincu, Police Chief Scott Roberge, Finance Administrator Pam Merrill, Fire Chief Richard Fowler, Public Works Director Joel Moulton, Water Department Director Dale Sprague and Lt. Kevin Willey.
Public Present: Deb Christie of the Goodwin Library, Cyndi Paulin of the Farmington Community Preservation Guild, Carol O'Connoll, Tracy Cameron.
Chairman Gerry McCarthy opened the public hearing at 5:30 pm.
A. Public Comment:none
B. Review of Goodwin Library Budget: (Librarian Deb Christie presenting)
1. Deb explained that the library is looking to add a new position this year. This position would provide the extra body to staff the children's room during operational hours. The current staff is currently utilizing some of their hours to cover children's programming that is offered during non-operational hours such as story times and summer rec visits. The proposed position is for 15 hours.
2. Deb stated that currently the library has 963 student cards active with 66 more be from out of town students.
3. Paula questioned what the CIP line is for? Christie explained that the two boiler systems will need to be replaced within the next five years, plus the roof will also need to be addressed. Joan inquired if the line is also putting money aside for painting in the future and Deb replied yes.
4. Marty questioned if the library owns the copier they are paying the maintenance contract for and Deb replied yes.
5. Christie stated that the library did add the alarm system update to the warrant articles. She also explained how the library shares a wall with the bank so they need a special type of alarm system and that she did bid it out but only got one reply.
6. Joan questioned if the library has only expended $1500 this year in audio books. Christie explained no that they had held off for a few months to change vendors but just got a new shipment so they will need to be paid for.
7. Gerry questioned if the library is providing services that the schools should be providing and Deb replied that the students need the library after school and on the weekends for research and such when the schools are not open, so no.
8. It was commented that the personnel line is up 20%, noting that even with the new position this is an 11-15% increase. Deb explained that last year's increases brought the staff up to the bare minimum of the salaries of similar towns and this increase would bring them to mid-level in comparison.
9. It was questioned what the buildings and grounds maintenance line for $14,000 is for and Deb replied for ground maintenance and boiler service.
10. Gerry stated that the last few years the library has had significant increases and questioned who owns the library. Deb explained that the library is owned by the library association in which the town pays them for a "contracted" service to the community.
11. Marty asked the Fire Chief if he is still requesting that the library update their system to the digitized system. Rich responded that it would be a Selectmen decision. Deb explained that the current alarm system is not to code because it needs strobe and audio alarms and it is not connected to the station by anything. She noted that if the alarm was to go off during closed hours no would know unless they happened to be walking by and heard it.
Joel Chagnon arrived at 6pm.
12. Joan commented that the only big increase she sees is the salaries and with minimum wage increasing she expected it. She also added that these employees do not receive any benefits. Paula commented that she understands the salary line but knowing that all other town personnel are in the same area of comparison with other communities she is concerned with the large increase all in one year. Paula commented that she would like to see a smaller increase or step increases, so not all at once. Marty agreed with Paula and added that the school also is in the same predicament and questioned if the library would consider a 2 year step increase plan. Gerry agreed with Paula and Marty. Joan asked if Deb is willing to compromise. Deb responded that she understands the board's
concerns and is always flexible, commenting that the Board of Trustees are ultimately responsible for making those decisions though. Deb questioned if it would be helpful for the library to utilize a 5% increase this year and the Selectmen agreed that it would be exceptional.
13. Gerry questioned why the larger increase in the librarian salary? Deb responded that she usually works about 40 or so hours a week and gets paid for 32 hours so this year the trustees decided to increase her hours to 35 hours and offer her a raise.
14. Deb agreed to rework her salary numbers with a 5% decrease, which would be a budget decrease of $4880. Marty stated that he would like the librarian salary line decrease to $32,500. Deb responded that again she understands the concerns of the board but commented that she took little or no increases over the past several years due to the multiple large CIP projects that were needed. Joel commented that the actual pay increase is only 1.5% after the 3 hour increase. The Board was in agreement that they would like to see a $2900 cut in the librarian line and a $4880 decrease in the salary line. Deb commented that she will forward this information to the Trustees but they might just cut the bottom line. Gerry responded that he would like a new budget sheet then so he can see where
the lines were cut for comparison.
15. The Board was in consensus to cut the library budget by $7,780 with a new bottom line being $280,033. Paula Proulx motioned to approve a bottom line of $280,033 for the Goodwin library budget request, 2nd Gerry McCarthy. Motion carried with Joan Funk and Joel Chagnon opposed.
C. Review Budget Request from the Farmington Community Preservation Guild: (Cyndi Paulin presenting.)
1. Cyndi explained that the Guild is requesting $20,000 from the Town this year to preserve and strengthen the community by bringing people together to work cooperatively on community challenges. The Guild picks up items that have been dropped or have fallen through the cracks and pull them resources together to get them done. Cyndi gave the example of the $70,000 Safe Routes to School Grant that the town was just awarded. She explained that the increase in the funding request this year is due to the changing in offices to a room with heat now and an additional part-time position.
2. Marty asked if the Guild only serves Farmington residents and Cyndi replied yes, except for the Explore program in which more benefits are reaped by the town if we pool resources from neighboring communities. She also commented that she would like to seek funding from neighboring communities for some projects but has not had the time to do so, which is one reason why she is asking for a part-time position.
3. Gerry questioned if $7500 in expected income is reasonable for the "fundraising extravaganza?" Cyndi replied that the raised $4500 this year and they are looking to increase it.
4. Marty questioned who owns the old firehouse and Cyndi replied the Guild does.
5. Joan stated that when the Guild was originally presented to the Board for funding a few years ago it was presented that the funding was for insurance purposes and now those purposes seem to have changed. Cyndi replied that a portion of the town's funding does cover the insurance.
6. Paula questioned what the "board development" line is for. Cyndi replied that it is for workshops and classes for the board though they are entirely funded by the NH Charitable Foundation.
7. Paula inquired why there are two electrical/heat lines. Cyndi replied it must be a typo but she will look into it.
8. Joan inquired as to how many board members there are and Cyndi replied six.
9. Joel asked how the Guild came up with the $5000 increase for this year. Cyndi explained that they looked at the projects and what they have offered for services and felt this was a comparable increase for the programming they do.
Joel Chagnon motioned to grant the $20,000 budget request for the Farmington Community Preservation Guild (noting the $5000 increase is included in the figure), 2nd Paula Proulx. Motion carried with all in favor.
Paula Proulx motioned for a five minute recess, 2nd Joan Funk. Motion carried at 7:15pm.
Chairman Gerry McCarthy reconvened the meeting at 7:21pm.
D. Highway Department Proposed Budget Review: Public Works Director Joel Moulton presenting.
1. Joel M. reminded the Board that this budget is loaded with a 3.2% COLA increase for personnel. Joan questioned why the landfill personnel line shows a 4.94% increase then? Pam explained that there was a new hire, plus this year the town needs to budget for 53 weeks instead of 52.
2. Joan questioned if the tire line increase is due to the tire theft and Joel M. replied no, the insurance company replaced those tires but that the cost of tires has gone up because they are petroleum based.
3. Gerry questioned what the bridges line will accomplish. Joel M. replied he has the membranes of the Cocheco Road Bridge, repairs to the Paulson Road Bridge and maintenance to other bridges scheduled.
4. Joan stated that she did not see a line for beaver control included in the budgets. Joel M. responded that he and his crew usually try to take care of any beaver that are causing trouble, by themselves but if they can't he has some money in the budget for it.
Marty Gilman motioned to accept the Highway budget of $844,607.57, 2nd Paula Proulx. Motion withdrawn because the budget has not been completely updated.
5. Tony read the encumbrances for this year for the highway department as listed;
a. $375.59 for highway building repair
b. $49,736.36 for rebuild/repave roads
c. $9,132 for sidewalks
d. $2,723.25 for erosion control
e. $1,221.40 for winter sand
f. $3,450 for care of trees
g. $7,230.69 for painting of lines
h. $4,250.00 for highway gasoline
i. $6,880.50 for culvert and catch basins
j. $1,043.90 for landfill building maintenance
k. $5,000 for tvs and monitors
l. $1,402.84 for preliminary transfer station.
Joan Funk motioned to accept the encumbrances for the highway and landfill departments as read by Tony Mincu, 2nd Marty Gilman. Motion carried with all in favor.
6. Joel stated that he has two more encumbrances that he will forward to Pam, one for $8001.57 for the guardrails and one for $6880.50 for the cutting edges.
7. The total budget request for the highway department, which includes the $31,000 for grader repairs, is $846,632.91 (a 8.75% increase). The Board was in consensus to approve this budget with the exceptions of the salaries.
E. Landfill Proposed Budget Review: (Joel Moulton, Public Works Director presenting)
1. Joel M. informed the board that he has three encumbrances (repair salt shed line, TVs and monitors line, and transfer station line) that will be deducted from this budget.
2. Pam stated that the landfill bottom line is $163,250, which is an 8.7% decrease. Joan Funk motioned to accept the landfill budget with the encumbrances discussed and with the exception of salaries, 2nd Marty Gilman. Motion carried with all in favor.
3. Joel informed the board that the warrant article for the 5500 truck with plow that he would like to purchase needs to be increased from $83,000 to $92,000 because the original bid did not include the sander.
F. Police Department Proposed Budget Review: (Chief Scott Roberge and Lt. Kevin Willey presenting)
1. Gerry McCarthy motioned to cut the overtime line from $45,000 to $35,000, 2nd Marty Gilman. Discussion followed in which Scott explained that even though he did not fully expend this line he still could have used it. Scott said he would like to have held a downtown bicycle program, safety belt and car seat program and sent his officers to special training but he could not because this line is the only line he can freeze for these types of projects, to hold the bottom line. Joel C. asked if the FEMA reimbursement for the overtime was ever resolved? Tony responded that he did some research and it can be reimbursed. Gerry McCarthy withdrew his motion, Marty Gilman agreed.
2. Joel Chagnon motioned to reimburse the police department $5927 in FEMA funds from 2006 and 2007, 2nd Joan Funk. Discussion followed in which Gerry stated he feels the money should be expended on projects. Joan disagreed and feels the money should be reimbursed to the department that expends it. Tony explained that it is to late to request funds from 2006. Joel Chagnon withdrew his motion and Joan Funk agreed. Joan commented that this request should have been brought to the board in September. Paula asked for a written explanation of how FEMA funds should be expended. Gerry asked Tony to work with Joel M. and Scott to make a recommendation on how to move forward on the 2007 police FEMA request of $1977.20.
3. Gerry McCarthy motioned to cut the overtime line from $45,000 to $35,000, 2nd Marty Gilman. Motion carried with Joan Funk and Joel Chagnon opposed. Paula asked Scott if he felt he needed to increase any lines that he is worried out, since the overtime line was cut. It was agreed that there should be an increase in the gasoline line to $30,000, and the mileage line to $4,500. Scott added that he recently learned that tires have gone up from $65 a tire to $92, so this line should be increased to $1700, the Board agreed.
4. Marty asked Scott to get with Fire Chief Rich Fowler and come forward with an idea of what to put away in capital outlay for a public safety building.
5. Gerry commented that the department needs to address what they charge for details. Scott agreed to look into it.
6. Pam stated that the bottom line is $929,889 with a 5.41% increase. The Board was in agreement that it looks good.
G. Animal Control Proposed Budget Review: (Police Chief Scott Roberge presenting)
1. Scott reviewed the position with the Board.
2. Paula questioned if the 7% increase is true for her salary? Lt. Kevin Willey explained that when they calculated the 3.2% increase it would have give her a penny so they would like to give her a $0.25 increase. The Board agreed that was acceptable.
H. Fire Proposed Budget Review: (Fire Chief Richard Fowler presenting)
1. Rich commented that his salary reflects a 6.7% increase because his present salary was not budgeted for last year for the full 12 months.
2. Rich reported that the cost for providing one person at the station from 6pm to 6am, 7 days a week, using a part time per diem system would be $40,000 for 40 weeks or $52,000 for 52 weeks. He then commented that he has provided the Board with many different options and is now waiting for a decision from them, noting that the full time positions would obviously work best for him because it would provide dependable, constant coverage and continuity. Marty questioned if he would have trouble filling the per diem position and Rich responded that he might have to advertise and hire outside of the station. Gerry and Marty both stated that the per diem positions would probably be the best way to go because the benefits are so costly. Joan stated she would like to try per diem first to see how
it works. Paula asked for the cost of one full time position and Rich responded it would be $55,600 for 12 months and $37,066 for 8 months. Paula then questioned if the per diem line would decrease if we were to hire one full time person. Rich responded no because he would still need the three per diem positions (two for the day and one for the night).
Marty Gilman motioned to hire a full time Captain for $37,066 (8 month cost), 2nd Paula Proulx. Discussion followed in which Paula asked what the bottom line for the budget is. Pam replied $190,001, which is an 11.32% increase. Paula asked Rich if there is anywhere he can cut in the budget. Rich responded yes, he could reduce the payroll line to $55,000, the dispatch line to $6200, and the radio repair line to $1500. Motion carried with Joel Chagnon and Gerry McCarthy opposed.
3. Marty inquired if Rich budgeted enough for fuel? Rich responded that he does not get the monthly reports for usage and goes by Dale's numbers. Pam offered copies of the reports to Rich. The Board was in consensus that the key system still needs to be reviewed.
4. The Board was in consensus to accept the Fire Budget as proposed.
I. Encumbrances:
Tony read off the following encumbrances for 2007;
1. selectman salary $1,666.70
2. admin. maint. agreement $5286.00
3. cmty. center fuel oil $15,090.53
4. police dept. fuel oil $16,635.25
5. fire dept. fuel oil $7,996.72
6. code enf. mileage $439.10
7. rec. dept. gas $1,412.68
8. revaluation $6,467.32
9. 2007 flooding expenses $136,431.31
10. 2006 Enc. Town hall renovations $87,737.42
11. 2006 Enc. Book preservation $1,154.09
12. 2006 Enc. Bridges and railings $19,695.03
13. 2006 Enc. Highway garage $4,278.25
14. 2006 Enc. Town hall generator $10,825.00
15. 2006 Enc. Highway improvement $80,786.18
16. 2006 Enc. Revaluation $29,361.24
17. pump maint. $1,971.40
18. gasoline (water dept.) $5,000.00
19. new equipment (water dept.) $2,500
20. meter maint. (water dept.) $1,762.56
21. mainline renewal (water dept.) $3,019.18
22. 2006 Enc. Gas for water dept. $2,307.46
23. gasoline $650.00
24. new equipment (sewer dept.) $561.00
25. plant upgrade (sewer dept.) $17,445.63
26. 2006 Enc. Gas (sewer dept.) $648.00
It was discussed to not accept the 2006 Enc. For bridges and railings, the 2006 Enc. Highway improvement, the mainline renewal encumbrance, or either of Dale’s new equipment encumbrances until further information is provided.
Marty Gilman motioned to accept the encumbrances requested except for the five discussed that need more information, 2nd Joel Chagnon. Motion carried with all in favor.
Joel Chagnon motioned to adjourn, 2nd Marty Gilman. Motion carried with all in favor.
Meeting adjourned at 10:48pm.
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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