TOWN OF FARMINGTON
BOARD OF SELECTMEN
PUBLIC MEETING MINUTES
Monday, July 28, 2008
356 Main Street, Farmington, NH
Selectman Present: Chairman Gerry McCarthy, Martin Gilman, Paula Proulx, Gail Ellis and Joan
Funk.
Town Staff Present: Town Administrator Anthony Mincu, Water/Wastewater Department
Head Dale Sprague, Director of Planning and Community Development Dan Merhalski and Public Works Director Joel Moulton.
Public Present: Steve Dean, Denise Margeson, Ted Dubreuil, Lisa Capone, Ruth Briggs, Eva Rogers, Keith David, Mary Ellen David, Harry Wade, Cynthia Wade, Bob Knowlton, Gloria Morgan, June Penney, William Penney, Vivian Rippett, Eugene Rogers, Ed Rippett, Bob McCoy, Mark Phillips, Phil Marshall, Lance Bullock, Muriel David and Larry Gingrow.
Chairman Gerry McCarthy opened the meeting at 6:21 pm. The Board was late opening the night's meeting due to a non-public worksession that ran a little longer.
1. Review of the Minutes:
A. Marty Gilman motioned to approve the minutes of 7-14-08 as amended, 2nd Joan Funk. Motion carried with all in favor.
B. Joan Funk motioned to approve the non-public minutes of 7-14-08 as written, 2nd Marty Gilman. Motion carried with all in favor.
2. Public Comment:
A. Steve Dean approached the Board with several concerns, the first being the excessive speading coming down the main hill on Charles St. He explained that just the other day an elderly woman was crossing the road by the Rec and was almost run over. Joan asked if he reported the incident to the police and Mr. Dean replied no. Marty asked Tony to speak with the Police Chief about this speeding. Mr. Dean also stated that a railing needs to be installed on the left hand side of the old courthouse where the CAPP office is and some shingles that were damaged from a falling tree need to be replace as well. Lastly, Mr. Dean informed the Board that the Downtown flag is starting to tather and will need to be taken care of.
B. Lisa Capone, resident of Farmington Ridge, asked why the gate on Winter St. is closed because there is only one way out of the development. Gerry responded that the gate is an emergency exit only and was set up that way during application with the planning board.
C. Harry Wade, resident of Farmington Ridge, questioned if the Town had approached Barnstead to offer any assistance they might need after last week's storms. Gerry replied that the town has great mutual aid relationships with neighboring towns.
3. Discussion with the Residents of Farmington Ridge on Potential Water Meter Service:
A. Lisa Capone informed the Board that she bought her home just a few years ago and the park rent is $320 to include water, sewer, trash and snowplowing. She stated that she does not understand why she should be paying the town for water and then paying the park owner for water as well. Gerry responded that under RSA the town is mandated to read the water meters if they are installed and that the town has no control over what Mr. Phillips charges his tenants.
B. Vivian Rippett explained that when she was purchasing her home she specifically asked the realtor, RSA, if there was going to be a change over to individual water meters and was told no. She stated that last year the park rent went up $20 and requested a list of all the owners of Farmington Ridge, noting she has been unable to find such documents. Mrs. Rippett went on to explain how she does not feel Dale Sprague is doind is job fairly and working in the town's best interest. Gerry interupted her explaining that the Dale Sprague she is referring to is not the same gentleman who works for the town water department. He then stated again that state law requires the town to read the meters and bill the individual tenants if they are installed.
C. Mark Phillips, park owner, reminded the residents that he has only raised the rents $20 in the past four years and with the cost of living going up that is more than reasonable. He also stated that one-half of the meters are not installed and that only half the pits are.
D. Ted Dubreuil, asked who would be responsible if the meter malfunctions at his home. Gerry replied that he is unsure it would depend on what was established between the residents and the park owner. Mr. Phillips replied that he agrees to take care of all the maintenance of the meters.
E. Phil Marshall explained the frustrations of the residents of Farmington Ridge as to the fact that they feel they are getting nothing in return for their town taxes.
F. Lance Bullock informed the Board that he does not feel the numbers Mr. Phillips gave to the Board on park dues is correct.
G. Gerry explained to the residents that the Board is going to take their opinions into consideration but reminded them that the town is mandated under the law to read the meters.
4. Discussion of Water Meter Management with Farmington Ridge Park Owner, Mark Phillips:
A. Mark Phillips stated that in the maintenance agreement he has drafted it states that he is responsible for all maintenance, installation and repairs.
B. Muriel David, resident of Farmington Ridge, commented that Mr. Phillips says he is going to be responsible but yet she has had reported water and mold under her home for awhile now and he has yet to take care of it. Gerry responded that the Board has no control over these matters and it is a discussion between the residents and the park owner.
5. Planning Department (Director, Dan Merhalski):
A. Response on Habitat for Humanity Sewer Moratorium Waiver Request - Dan informed the Board that there are 12 outstanding approvals that are effected by this moratorium (5 on Ian's Way, 6 in Campbell Commons and this one). Joan commented she thinks the moratorium should stand firm because it was passed for good, valid reasons. Tony added that not only was the moratorium passed for capacity issues but since then the town has received an administrative order from the EPA on the current wastewater treatment plant. Joan Funk motioned to stand firm with the wastewater moratorium and deny the waiver request for Habitat for Humanity, 2nd Marty Gilman. Motion carried with all in favor.
B. Dan informed the Board that the Berry Surveying and Engineering bid for the Sarah Greenfield Business Park (SGBP) survey and pinning cost increased fromm $3700 to $4700 due to the lot line adjustment and extra two pins. Marty Gilman motioned to accept the Berry Surveying and Engineering bid of $4700 to come out of the SGBP fund, 2nd Joan Funk. Motion carried with Gail Ellis abstaining.
C. Cocheco River Nomination - Dan reminded the Board that he forwarded a memo listing the good and bad points of this nomination to them after attending the public hearing. Marty commented that he does not feel the town has had enough time to fully explore and understand this nomination. Paula questioned if she understood correctly that when the plan is discussing water quality standards the town does not have to maintain the status only the people who discharge into the river. Dan replied that this is not particulary clear to anyone because the program is only a year old and the state is still working out these type of things. Paula then asked if Jim Couture would be willing to come and talk to the Board about this program and Dan replied yes, he will try to schedule him for the
8/11/08 Board meeting.
6. Public Works Department (Director, Joel Moulton):
A. Gerry asked Joel if he has had any input on the paving at Campbell Commons and Joel replied no.
B. Blasting Bids - Marty asked if all the blasting is to be on town property and Joel said yes, it is all in the town's right-of-way, but that he did send out letters to all residents near the blasting sites and did not get any negative response other than the one's that came to the meeting a few weeks ago. Joel commented that he received 5 bids and one was rejected because it was not sealed and would recommend the lowest bidder, Key Drilling and Blasting Services, Inc. Joan Funk motioned to accept the bid of $28,750 by Key Drilling and Blasting Services, Inc, 2nd Marty Gilman. Motion carried with all in favor.
C. Crushing Bids - Joel requested permission to utilize K & B Rock Crushing, LLC to process 4-5 inch minus gravel product at the SGBP property to be utilized int he repairs and reconstruction of the Town roadways. The quoted price is $3.50/yard with the total of crushing to be $17,500 from line (01-4312-10-630) Rebuild, Repave, Repair Roads. Joan Funk motioned to approve the contract at $3.50/yard by K & B Rock Crushing, LLC with the condition that Tony checks with legal to make sure the town can use this contractor because they have already been awarded a similiar bid without going out to bid on this project, 2nd Marty Gilman for discussion. Discussion followed in which Marty stated he was in favor of this project but after contemplating all the increases in costs, he
can no longer approve it. Motion carried with Marty Gilman opposed.
D. Gerry asked why Joel is not applying the calcium chloride himself and Joel explained that if he was to apply the calcium chloride it would be a longer process and therefore he is saving the town money by contracting it out. Joan questioned why the town is not applying liquid calcium chloride and Joel explained that he has flakes. Gerry asked for Joel to get the cost to purchase liquid calcium chloride. Joel responsded that he will certainly do that but the cost for the contracter to apply it is 94 cents per gallon and he believes that only 10 cents of that cost is for the actual labor.
E. Ram Bids - Joel presented bids for the utilization of a hydraulic hammer attached to an excavator to assist with drainage enhancement for the removal of boulders/bedrock from within roadside ditch lines and the edge of the roadways. The rock material will be removed to enhance storm water run-off to help ensure road stability and remove hazards encountered during road construction. The lowest bidder is Barron Brothers Development, Inc at $200.00 per hour with an estimated cost of work no to exceed $10,000 to come from line (01-4312-10-630) Rebuild/Repair/Repave . Joan Funk motioned to award the ram contract to Barron Brothers Development, Inc at $200/hr not to exceed $10,000, 2nd Marty Gilman. Motion carried with Gail Ellis abstaining.
F. Paulson Road Bridge Rating - Joel noted that the repairs done to the bridge took it off the red list and that he would recommend posting the bridge at 15 tons. Joan Funk motioned to post the Paulson Road bridge at 15 tons, 2nd Gail Ellis. Discussion followed in which Paula asked Joel to take dated photos of the sign installation. Motion carried with all in favor.
G. Gerry asked Joel for an update on who is responsible for road maintenace on the state road in town. Joel replied that all the documents that state has supplied thus far have said the state is responsible so the Board may need to take the next step and contact Concord. Joel explained that the Town is only responsible for winter maintenance.
H. Beaver Dam - Marty said that the dam really needs to be breached. Joel said that he will breach the dam but he is still trying to contact the trapper to get rid of the beaver.
I. Work Experience Program - Joel informed the Board that he has been approached to offer a work study program with no obligation or responsibility to the town except to supervise and provide a reference. Gail commented that she has personal experience with this program and it is good.
J. Salt - Joel informed the Board that he is in good shape to start the season but wanted to give the Board a heads up that salt is looking to be about $59.23 a ton for about 1600 tons (last year was budgeted at $46/ton).
7. Fire and Ambulance Department (Fire Chief, Rich Fowler):
A. Americorps Grant Update - Rich informed the Board that the town was approved again for this grant and was also given a third person. He explained that the cost is the same at $6300 a person and if the Board was to accept the third person he could cut back on his per diem line so it would not cost anymore in his budget. Paula asked how a third person would benefit the station and Rich explained that he can movethe per diem to the weekend and put the Americorp people on during the busy nights instead of the per diem. Marty asked what will happen when the town does not get these Americorp grants anymore and Rich replied the program is not going anywhere in the near future and if it ever does he will have to make adjustments. Joan Funk motioned to approve three Americorp grant
positions at $6300 a person, 2nd Marty Gilman. Motion carried with all in favor.
B. Mutual Aid Response Statistics - Gerry asked if the Town got any request for mutual aid from Barnstead and Rich replied yes, five of them went to Barnstead last Thursday for about 8 hours and the Selectman and Fire Chief were very thankful because they could not get to the backside of Locke Lake.
Rich explained to the Board that the mutual aid response statistics are looking much better and more equal. Paula noted that she recently spoke with some of the Middleton Selectmen and they explained that they are currently looking into the possibility of having their policemen being trained as first responders.
C. Hiring Process - Gerry informed the Chief that he learned that firefighters have one year to get the certifications they need to do their job from date of hire. Rich said he was aware of this but that if you hire someone with a physical agility test and they get hurt it would set the town up for liability.
8. Police Department (the Chief was excused):
A. Discussion of K-9/Animal Control Officer - Gerry reiterated a list of questions/concerns for the police chief to respond to at the next meeting; 1. one issue with the K-9 is the cost of gas and wear and tear on the vehicle for all the trainings, 2. who is replacing the Chief when he is out of town at trainings? 3. there wasn't suppose to be any cost but there is because these trainings are all over the state, 4. the issue of the dog leaving when the Chief retires, which might not be that far out, 5. the verbal leash law, 6. stray cat issue, 7. a $460 bill from Broadview Veternary (as to what it is for) and 8. Marty had a small business owner approach him that was intimidated when the police asked for a donation for dog food and care when the small businesses are struggling already.
9. New Business:
A. Carwash Requests - Joan explained that the Downtown and Business Committee wants to promote a buy local day where they will hold a carwash (with volunteers from the Grid Iron Club) in which proceeds will go to purchase $400-$500 worth of oil to raffle off to all patrons, while local business owners can be present to promote their businesses. Joan further explained that if the carwas does not make enough to cover the purchase of the oil then they would like the additional funds needed to come out of the Downtown/EDC budget line. The Grid Iron Club also requested a separate carwash. Marty Gilman motioned to approve both the Downtown and Business Committe carwash and the Grid Iron Club carwash, 2nd Gail Ellis. Motion carried with Paula Proulx abstaining.
B. Dispatch Agreement with Strafford County - Tony explained that the Fire Chief recieved these two agreements one for fire and one for EMS, when in actuality they should have come to the Board and asked for their signatures. Tony stated that these are not really agreements but contracts because they involve fees based on a formula, though it does not spell out the actual costs. Tony added that it looks like the funds collected would go into a fund though he is not sure of the money is being accounted for and controlled. Tony explained that he forwarded these concerns in a written letter to the county and is awaiting a response.
10. Old Business:
A. Gerry stated that he found out that Rochester gets $15/sq. foot for similiar office space with amenities that the Town currently provides to the prosecutor.
B. Steeplejack Bids Discussion - Tony informed the board that he sent out six letters for request for bids and has received 2 back thus far, though neither of them can begin work until next Spring. Tony explained that there are several options available to repair the clock tower in which the entire faces could be replace at $32-42,000, a good repair job could be done for about $12,600 or some minor repairs could be done to placate the face another five years. The Board discussed that the clock tower is a town landmark and needs to be repaired. Paula stated that there may be money in the trusts that could be used because it would be for town benefit. Marty questioned what it would cost to put an aluminum face up and Tony is going to look into this option.
C. Gas Pumps/Keys - Tony informed the Board that Dale updated the key chart and commented that the current system still does not have good accountability. Tony suggested an electronic card system, noting that Dale likes the current manual system because he can repair it. Gerry suggested using the manual log for now and to track mileage and gallons taken. He then asked about the school bus key and Tony explained that all the busses share one key.
D. Fuel Bids - Tony informed the Board that he did talk to the library about fuel bids and they are comfortable with not getting a bid. He also said he spoke with the SAU and they did not give him a definate answer but explained they expect their usage to be the same because there is no insullation in the high school or the Henry Wilson school. Lastly, Tony informed the Board that he did call CN Brown and in the last week that oil price has dropped 17 cents so he feels comfortable with waiting.
E. Hiring Policy - This item was tabled so that Tony could forward copies of the hiring policy drafted and revised by Tony a and Gerry.
F. Set Date for Workshop for Sewer/Water Rates - The workshop was set for 8/4/08 at 6pm.
G. Copies of Time Cards - Tony explained that everyone is now doing time cards and they forward them to Tony who then signs off on them and forwards them to Pam. Marty commented that the sign-in/out board in the kitchen appears to be working well.
11. Other:
A. Paula asked if Tony has heard from Deb Lee about the LEOP yet and Tony said he will call her again.
B. Tony informed the Board that there are a few new fire codes and as a result he had a company come in and bring the elevator up to code.
C. Marty stated that the emergency exit out of the tax office needs a railing and maybe a light (he was not sure if there was one).
D. Joan said that she recently became aware that the roof is leaking in the Rec. Marty commented that it might be due to thepolice antenna on the roof that was suppose to be taken down but he will go look at it. Tony will contact the Chief to see why the antenna has not been taken down.
E. Paula asked for an update on the Wage/Salary Review. Tony replied the committee has another meeting on 8/12/08.
F. Paula asked if Tony has received information on the PSNH lighting yet and Tony replied he spoke with Ms. Lewis and she is working on a ledger but requested the specific pole numbers.
G. Paula asked for the work plans from all the department heads. Tony replied that he asked the department heads for them last Wednesday so he should have them by the end of the week. Paula asked him to clarify to them that she would also like to know how they are going to deal with gas conservation.
H. Paula asked if Tony got the numbers for the cost of the water line repairs forhte old town hall sprinkler system and Tony replied that he is still waiting on Dale.
I. Paula asked if Mr. Wiley got back to Tony about what happens to land that is lost into the Cocheco. Tony replied yes, that Mr. Wiley made corrections for the loss of land.
J. Marty stated that the pole on Central St. after the bridge on the left is leaned way in and needs to be addressed.
K. Gail asked if the computers at the Rec. are ready yet. Tony said he talked to Donnis and there is still some computer software that needs to be installed, but with the amount of work Donnie has been juggling it will be a few more weeks.
L. Marty said he is concerned that the newly painted walls in the rec gym will be destroyed during the planned Hay Day dodgeball game and questioned if it could be moved outside or to one of the school gyms.
Joan Funk motioned to adjourn, 2nd Marty Gilman. Motion carried with all in favor.
Meeting adjourned at 9:23pm.
Respectfully Submitted,
Brandy Sanger
Recording Secretary
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Chairman, Gerald McCarthy Vice-Chairman, Martin Gilman
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Paula Proulx Gail Ellis
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Joan A. Funk
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