TOWN OF FARMINGTON
BOARD OF SELECTMEN
PUBLIC MEETING MINUTES
Wednesday, January 7, 2009
356 Main Street, Farmington, NH
Selectman Present: Chairman Gerry McCarthy, Martin Gilman, Paula Proulx and Gail Ellis.
Selectman Excused: Joan Funk
Town Staff Present: Town Administrator Anthony Mincu, Police Chief Scott Roberge, Lt. Kevin Willey and Fire Chief Rich Fowler.
Chairman Gerry McCarthy opened the meeting at 5:38pm.
1. Police Budget Review:
a. Tony informed the Board there are three encumbrances; $4860 (mold remediation), $1058.32 (equipment) and $13,248 (gasoline). Gerry asked if the mold remediation is done yet and Scott explained he put them off for a couple of weeks because the boiler repairs are being done in the same area. Scott then explained that the equipment line is for a couple of audio recorders, cameras and a scanner printer that were recently purchased.
b. Paula stated that the new budget sheet shows an approximate $10,000 increase in the salary line and questioned why. Tony replied that Pam calculated the line after she was given all the true hourly wages so it should be right but that he would check with her.
c. Marty stated he feels the town is going to miss having the traffic cop downtown. The Board discussed their different views and Paula suggested having a police officer try to cover that detail, noting it would increase PR.
d. Paula asked what the crossing guard’s salary is and Scott replied that he thinks it is about $7000 a year and that there is $800 in that line to cover the traffic cop through March because he was sure how long he would be employed.
e. Scott informed the Board that he got the finalized number for three Ford Crown Victoria cruiser lease and it is $29,422.27 for three years, which includes a 100,000 mile warranty and the town would own them at the end. Scott also stated that the town will receive a check back from Ford this year only in the amount of $9300 which is to outfit and mark the cruisers. Marty commented that there are several departments in town that need new vehicles and it is hard to commit the town to three years of payments. Scott replied that the Ford contract holds a non-appropriation risk is which if the town cannot allocate the funds in the second or third year then the town is not responsible and they just take back the vehicle that is not paid for. Gerry asked how much the lettering cost and Scott said
$350. Gerry asked why the town doesn’t use unmarked vehicles and Scott replied that the cruisers should be identifiable to the residents. Paula asked Scott which cruiser he was driving and Scott replied he had the 2005 with 42,000 miles on it. Scott then added that two of the vehicles he is proposing to replace are not moving; one has no engine and one will not pass inspection due to rust and rot.
f. Gail commented that it looks like the gasoline line should be reduced to $20,000 because the department used only $17,000. Tony explained that the bid for gasoline is done in September usually and the gasoline lines are ones that keep rolling year to year to be in line with the bids.
g. Paula asked why the overtime line is back up to $35,000. Scott replied that he asked for the extra $5000 because this line is tight already even though he only uses it for absolute need. Gail commented that when they discussed the full-time officer Scott said he could cut this line and now it is much higher than his “doomsday” budget. Scott said he met with Tony and when they looked at the true end of the year figures he felt strongly that this line needed to be increased. Gail asked how much it costs the police department to assist with Hay Day and Scott replied about $4-$5000.
h. Marty asked if any of the tires just ordered are the departments and Scott replied he would say yes but his Sgt. does the ordering.
i. Gerry asked if the DWI grant is 100% reimbursable and Scott replied it is but that the line also includes a 50/50 matching grant for 11 vests. Gail asked what the approximate costs of the vests are and Kevin said they are $787.50 each, in which the department has to fund the entire amount and then they get a reimbursement check for 50% with the grant.
j. Gerry asked for a break down of the Stafford Dispatch line of $40,900. Scott explained that the prosecutor did move out of the town office and this line is for about $14,000 for dispatch and $26,500 for the prosecutor. Gerry commented that the prosecutor cost went up $2051.25 which is what they were compensating the town for in supplying the office space with all utilities.
k. Scott informed the Board that the animal sheltering at the Cocheco Valley Humane Society has increased and that he will forward the amount to the Board tomorrow. Marty asked how much the town gets in reimbursement for animal pick-ups and Scott said they get quite a bit back but this cost also includes any medical treatment. Also, the animal control officer has doubled the revenues.
l. Gail asked if Scott feels comfortable with $250 in the dog officer line and Scott replied no, noting that he did not feel the expenditures for 2008 were correct because he just purchased three large bags of food.
m. Paula asked if there is any drug restitution money left and Scott said no, they used the money to outfit the SWAT members.
n. Gerry brought up the discussion on whether or not the town should look into their own private prosecutor. The Board was in consensus to have Tony put an RFP out and see what is available
o. The Board was in consensus to not keep the traffic officer and that Scott should make his last day this Saturday.
p. Paula asked how the School Resource Officer is distributed and Scott explained it is an 80/20 split because he has him for 6 weeks in the summer.
q. Gail asked if there is an encumbrance on the supplies line and Scott said he would say yes for the SPOTS and IMC software yearly fees, but that he would check tomorrow.
r. Marty asked if the investigations line was overspent due to volume and Scott said yes.
s. A discussion was held on the misc. line in which Scott explained the line includes a mat service which he found was cheaper than purchasing mats after receiving some pricing. Paula asked Scott to re-look at the costs of purchasing mats, because it should be cheaper. Gail commented that the Board has alleviated all Poland Springs water as well. Paula also brought up that the town should not be purchasing Christmas cards either and Scott replied it is good business for only $9 but he would cut it if the Board directed. The Board reduced this misc. line to $500.
t. Paula commented that there is still money on the building maintenance line. Scott replied that he was told by Tony at the beginning of the year to hold of on repairs because the Board was looking at another building and then there was the budget freeze. However, Scott does have quotes for the electrical and heat work and can for them to the Board. Paula stated if Scott has the bids then the remaining $3500 should be encumbered for the electrical repairs, the Board was in agreement. The Board directed Scott to get all the building repairs completed in 2009.
2. Animal Control Officer Budget Review:
a. Paula asked if the officer is getting a raise and Scott said Pam must have plugged in a 2.2% COLA. The Board was in consensus to level fund this line.
3. Fire Department Budget Review:
a. Rich informed the Board that this year was not the right year to increase his staff so he decreased the full-time staff line to $95,270 and then increased the overtime line to $2000. Paula asked if the COLA is figured on a 52 or 53 week salary and Tony said 52.
b. Gail asked if Hay Day affects this budget and Rich said no, he covers the day with volunteers.
c. Rich explained that Forestry is up a little because he was awarded a $3000 matching grant for forestry equipment like hats and shirts.
d. Gerry asked if Rich is still having problems with Dispatch and Rich said yes. Gerry asked Tony to schedule a representative to come to a Board meeting to discuss these issues. Rich stated all he would really like is the alarm card and the codes for the calls.
e. Paula asked if the department was given a new vehicle could they reduce the vehicle maintenance line and Rich said yes, by $2000. The Board discussed that the Chief’s vehicle runs fine but it does not have 4wd and he has come across many times when he has needed it. Marty pointed out that the Chief has been stuck on several occasions. Marty informed the Board that he has been doing some researching on prices and he found a 4 door 1500 pick-up for $24,050, but he will look into the cost of a used one. Rich had stated that he only put 3000 miles on the car this year. The Board also discussed that there is currently $91,000 in the capital reserve for fire vehicles and that they would revisit this discussion on Monday.
f. Tony stated that Pam encumbered $11,518 in the gasoline line.
g. Rich told the Board that he knows they are cutting the Poland Springs water from all the departments but he carries bottles of water on the trucks for use during fires. The Board was in agreement this would be okay but cautioned the Chief to keep control of when the water is used. Rich also stated that the department also has a dumpster but they use it for the medical clean-up of the ambulance. The Board agreed this dumpster was a necessity.
h. Rich informed the Board that the ambulance will need an EKG defibrillator within the next 1 ½ years because it will be a mandate in order to certified the ambulance. The cost of the defibulator is $17,428. Paula stated that maybe a warrant article should be written to purchase this item out of the ambulance revenue. Gerry suggested putting $9000 in a capital reserve for medical equipment this year and then another $9000 next year and then purchase the defibrillator. The Board was in agreement to set this warrant and capital reserve fund up. Rich informed the Board that the Fireman’s Association is trying to put together a fundraiser to purchase the second defibrillator.
4. Review of Other Budget Proposals:
a. Tony reminded the Board that they needed to make a decision on how to fund the Code Enforcement Officer position. The Board agreed to fund it at 100% instead of 50%.
b. Tony informed the Board that he discussed Barbara’s position with Kathy and she is not willing to give up her hours in the tax office. The Board agreed to not change Barbara’s schedule.
c. There was still no response from SRPC though the Paula is expecting to hear from John Law by Monday. The Board agreed that they would not be in favor of paying an increase to SRPC.
d. Tony informed the Board that the over expenditure in the financial administration line for auditors was for the CDBG grant.
e. Marty stated that he would like the supplies for all the buildings bid out.
f. Gerry stated that a decision needs to be made on who is responsible for the maintenance of the face of the clock. Tony said that he has been approached by a resident in town who is going to petition to the town to raise and appropriate the funds to do the repairs. Paula asked Tony if that individual approached the Trustees because there are several trusts that are for town benefit. Tony replied that he did not believe so.
g. Paula stated that the annual cleaning for the boilers needs to be bid out, like it has been historically.
h. Paula stated that she would like the legal services to go back out to bid.
i. Gail would like to know from each health agencies what other communities are contributing and how much, how many clients are from Farmington and a copy of their budgets. Marty would like the CAPP office included in this request.
j. Paula asked why we are budgeting money for emergency management when there is paid staff in those roles now. Tony replied that his thought was that the stipend could be split between the two employees that have taken the responsibilities on. Paula disagreed noting they would be doing these duties during town time. Tony added that these extra duties are not included in the employees’ job descriptions and are added responsibilities. Gail stated that she assumed the added responsibilities in Dennis’ case were to keep his position full time because he is such a valuable employee but construction is considerably low. Marty suggested a $100 a month stipend for both emergency management personnel. The Board agreed to table this discussion until Monday when they had time
to think about it.
k. In reviewing the Parks & Rec. budget it was noted that the Board is still awaiting a copy of the revolving fund and Marty would like to know what service repairs are needed to the park equipment. Marty also noted that something needs to be done about a Rec. vehicle because the van is on a temporary inspection sticker until February.
l. Gail asked why the minute’s secretary line is in the Building Inspector Budget and the Board agreed to move it under the Planning and Zoning budget. Gail also commented that she thought Dan was looking into getting a UNH student to take the minutes of the meetings. Gerry replied that he didn’t think we were, because he would not be in favor of it and Paula agreed. Gail stated that she would like to look into it some more.
m. Gail stated that in reviewing the budget and expenditures for the library she found a possible $8500 in savings but she only has the expenditures through October. Tony will request an updated expenditure report.
o. Paula asked Tony how much is needed in the personal separation line to meet all obligations. Tony replied that $8500 would bring the account to good standing.
p. Gail stated that she thinks the Board should consider cutting Hay Day this year because it is such a costly endeavor.
q. Gerry recommended setting the Conservation Commission line at $5587 to make it level funded. The Board agreed.
r. Paula commented that she thought COAST bus proposed a deduction this year and Tony said that Dan told him COAST said to use last year’s numbers. Paula asked Tony to confirm this.
s. Paula stated that the stipend for the TV 26 comes out of the Economic Development line and Tony said not anymore, and that the line is just for EDC and the Downtown and Business committee.
5. Other:
a. Marty asked Tony to find out about the money transfer from the Trustees for the Town Hall Renovation fund for the sprinkler system. Marty also publicly thanked Cardinal and Glidden for going out of their way to keep the furnace running at the Old Town Hall.
b. Paula asked for an update on the roof of the Rec. Tony reported that the Hall Brothers believe the problem is roof rot and they are coming back early this week to investigate further. Paula then asked Tony to follow-up on the cleaning of the lights in the Rec.
c. Paula asked what the Marshall Rent-a-Center bill was for and Tony explained it was for the renting of the burners for the lobster dinner at the Rec. Paula also commented that the Town has been using the landfill garbage bags for garbage bags in the municipal buildings and that all the bags should have been sold.
Marty Gilman motioned to adjourn, 2nd Paula Proulx. Motion carried with all in favor.
Meeting adjourned at 9:37pm.
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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