TOWN OF FARMINGTON
BOARD OF SELECTMEN
PUBLIC MEETING MINUTES
Monday, January 12, 2009
356 Main Street, Farmington, NH
Selectmen Present: Chairman Gerry McCarthy, Martin Gilman, Paula Proulx, Joan Funk and Gail Ellis.
Town Staff Present: Town Administrator Anthony Mincu, Parks & Rec. Director Rick Conway, Director of Planning and Community Development Dan Merhalski and Water/ Wastewater Superintendent Dale Sprague.
Public Present: Victor Lapierre
Chairman Gerry McCarthy opened the meeting at 5:42pm.
1. Review of Parks & Rec. Proposed Budget:
a. Joan asked if the $1229 in the park maintenance line is going to be encumbered and Tony replied that there were not any commitments for this line. Gerry said that the money should probably be encumbered to repair the fence at Edgerly Park and the Board was in consensus to encumber the funds for that purpose.
b. Gail stated that the $353.70 remaining in the service to parks equipment line should cover the paint needed and the Board agreed to encumber this line as well.
c. Joan added that it might be a good idea to encumber the gasoline line as well; Tony replied that all the gasoline lines were encumbered by Pam. Rick explained that he cut the line because come February he will be down to one vehicle. He then added that he put out bids for a 14 passenger van and he received two back; one for $30,000 and one for $17,000.
d. Gail asked what the grant line is for and Rick explained it for financial assistance for programs for residents who meet the guidelines. Gail stated that if the Rec. could reduce the number of field trips for the summer program then the cost would be reduced. Rick responded that he would rather change the types of trips than the amount of trips. Joan commented that she believes part of the success of the program is the trips. Gail said she would like Rick to look at the summer program budget and see where he could make some further cuts; Paula agreed. Rick added that he just received a grant for $20,000 and awarded the first $10,000 of that grant. Historically the revolving fund runs this close to the negative during this time of year until this grant comes in.
e. Paula asked how Rick is planning to fund the Explore brochure this year. Rick explained that he is trying to sell advertising for the brochure to make it self-funding, though it will not be a reality this year. Joan asked if he ever received the reimbursement for the previous brochure and Rick replied yes, all but $80. Joan asked if there is $13,000 remaining in this line and Rick replied yes. Paula questioned if the $13,000 should be encumbered and the budget line cut this year. The Board agreed this was a good idea and that the brochure also needs to be put out to bid.
f. Gail stated that she has been looking through the expenditure report and it seems that the Rec. budgets $4500 for Hay Day. Rick explained that is for the fireworks only. Rick explained that the Rec. brings in funds from sponsors and booth rentals but that they go into the revolving fund individually. Gail asked Rick to keep a log of associated costs with revenues for each individual program at the Rec.
g. Marty asked what the school district line for $4953 is for and Rick explained it is for the school buses for the summer program.
h. Marty asked if the computers in the lab were donated and Rick explained that he believes the money was raised and put in the revolving fund and then the computers were bought out of that fund.
i. Marty asked what the $4151 expenditure for High Stakes Bingo was for and Rick explained it was for a trip to Penobscot that the residents paid for individually, though you won’t see it in the report as one lump sum because the payments came in at different times.
j. Marty asked what petty cash is used for and Rick explained the programs have cash on hand for ice and such and have to turn in receipts for everything.
k. The Board discussed that they would like the brochures handed out at the schools and downtown businesses instead of being mailed out to each residence.
l. It was discussed that Rick would like to restructure the building use fees to help offset the building maintenance.
m. Gail asked what the park maintenance line is used for and Rick explained the Gazeebo needs to be painted, the skateboard park items need maintenance, materials for the gym floor to be refinished and fencing at the parks.
2. Discussion on Future Wastewater Plant:
a. Gerry stated that the town received a letter from NHDES imposing a moratorium on sewer connections to the wastewater facility based on extraneous flow compromising the system. The Board discussed that the moratorium will stand until the facility improvements are made and approved by NHDES.
b. Dale reminded the Board that they need to make the decision on how the wastewater facility will be funded so an information sheet can be provided to the residents before town meeting. Ed Leonard of Wright-Pierce informed the Board that there was an open meeting at NHDES on Friday to discuss how the federal stimulus aid is expected to work and it appears they are going to offer programs like the state aid grants that include 40-75% principal forgiveness. Mr. Leonard added that there is a follow-up meeting at NHDES on February 6, 2009 but it appears projects that will be considered need to be “shovel ready.”
c. Mr. Leonard informed the Board that it is less advantageous to phase the plant because it will be more costly and what the town would gain in being eligible for grants, they would lose in inflation. Mr. Leonard then stated that the user rate has three key factors; debt service at $90-$150, annual O and M at $470 and debt depreciation at $370. He then added that with the federal stimulus bill the town would want to build the plant in phase one so they would get the biggest chunk of funding.
d. Gerry asked if the town had a warrant article that says they are willing to proceed with the plant design and construction would they lose the grant funding. Mr. Leonard replied no, that the wording of the warrant would have to be specific to include verbiage to expend the money with commitments of grants and not regardless of grants.
e. Marty asked if there are any drawings/depictions of the proposed plant for town meeting and Mr. Leonard replied yes.
f. Gail asked if the town did phase two first would this lift the NHDES imposed moratorium and Mr. Leonard replied no. Gail then asked if there is anyway to upgrade the plant we have now and Mr. Leonard replied that the existing plant has very limited capabilities and therefore it would not be feasible though the new plant will be utilizing many items from the present plant. Dale said he would put together a synopsis of what the $9 million will pay for and Paula asked him to include a picture so residents can visualize it as well.
g. Gerry asked why the RIB is $900,000 and Mr. Leonard replied that a forced main has to be installed, but if can go to Farm 1E than the cost would decrease.
h. Mr. Leonard informed the Board that the EPA met with NHDES to discuss the town’s proposal of peak flow into the river and they are moving forward with making a decision. Gerry asked if the town has to meet the requirements of the river discharge if only using during peak flow and Mr. Leonard replied that the town would need to come up with a viable dissolution rate.
i. Gail asked if it is a possibility that after completing phases 1,2 and 3, phase 4 would not have to be completed. Mr. Leonard replied that he would be more comfortable saying that phase 4 could be smaller. Gail asked what phases are proposed to be bonded and Mr. Leonard replied that the bonding of phases 1,2 and 3 would get the town in compliance with the administrative order by 2012.
j. Dale reminded the Board they still needed to decide how to distribute the cost. Paula asked how the $602 was derived at for the replacement for non-users and Mr. Leonard explained that he calculated a $7500 twenty year replacement cost with 5% interest. It was discussed that the original plant was paid for by the tax payers and the clarifier was 50/50 between the rate payers and the tax payers. The Board was in consensus that the cost should be split 50/50 equitably; which would make the user fee at about $850 year and the tax increase at about $76 a year. Gail stated that these figures could possibly be reduced with phase 4. Paula stated that a warrant would be needed to set-up for additional septage hauler revenue to be deposited into the O and M account.
k. Gerry asked what the sewer users pay now and Dale replied $385 but that the figure does not include depreciation. Paula replied that it seems the users are the only ones who are paying for the depreciation and Mr. Leonard replied that the Board would need to decide otherwise. Gail asked what the cost of the depreciation is and Mr. Leonard replied $300,000. Gail asked if the Board has to include it and Mr. Leonard replied that it is a management decision under asset management. Paula stated that if 100% of the tipping fees go to the O and M with the users paying 1/3 the cost might be covered. Gail replied that there is no guarantee with the tipping fees though. The Board came to the consensus to fund the depreciation at 50% at $150,000.
l. Gail asked if Dale could include the letter from NHDES on the moratorium in the information packet that will be mailed to all the households.
m. The Board will meet with Dale and Mr. Leonard again on January 26, 2009.
3. Review of Planning and Codes Proposed Budgets:
a. Dan informed the Board of some changes to the budgets; the printing/advertising line was decreased to $1500, the postage line was decreased to $1500, the training line was decreased to $700 and the SRPC line is to be level funded at $6593 per SRPC. Joan asked if there were any encumbrances and Dan replied no.
b. Marty asked for Dan’s opinion on the town’s involvement with SRPC. Dan replied that as a planner he feels it is important to keep ties and the two members on the board with SRPC because have access to grants that wouldn’t be available otherwise; but in these economic times he could understanding cutting the line and setting aside money for twenty hours of SRPC time at an hourly rate which would be about $1000.
c. Dan stated that the building inspector budget also had two decreases; the mileage line was decreased to $1300 and the equipment line was reduced to $100.
d. Marty noted there is nothing in the vehicle maintenance line for the code enforcement vehicle and Dan explained the maintenance costs come out of the mileage line.
e. Dan explained that right now 50% of the building permit fees go towards the Code Enforcement Officer’s (CEO) salary, though this year 100% would not have covered his salary. Dan had forwarded a memo to the Board with his three recommendations on how to fund the CEO and noted that he will need $15,000 to fund the CEO through March. Marty asked if the planning secretary funds can be encumbered and Tony said no. Gail asked if Dan needs a planning secretary and Dan replied that even though building permits are down the code enforcement is up and because Elaine is there, he and Dennis are available to do much more. Dan stated that there is a lot of work that still goes on without the building permits to make the secretary position viable. The Board was in agreement to fund the CEO
with 100% of the building permits and to budget $15,000 to cover any salary not covered in the warrant.
f. Gerry asked the Board what they wanted to do with SRPC. The Board decided to not renew the SRPC membership this year but to budget $2000 for SRPC hourly. Dan will notify SRPC of the Board’s decision.
g. Dennis Roseberry, CEO, recommended having the highway department install concrete barriers at the entrance of a road located on town property on Chestnut Hill Road (Parcel is U09, Lot 31). Joan Funk motioned to go with Dennis’ recommendation to place the concrete barriers, 2nd Marty Gilman. Motion carried with all in favor.
4. Review of Proposed Budgets:
A. Highway-
1. the wages in the landfill and highway still don’t add up.
2. the demolition fees on the landfill need to be updated to read $1000.
3. Paula noted that Joel was suppose to check the recycling 2007 encumbrances and Gerry pointed out the note that there was an encumbrance for $720/
4. Gail asked if the diesel for the landfill was encumbered and Tony said yes.
5. Gail pointed out that the dredge river line still needs to be moved to the emergency management section.
6. Paula reminded Tony that the $6600 for the trailer needs to be added to the new equipment line also.
7. The new bottom line for the highway department is $831,747, though the Board is still waiting for the price of carbide and the wage line to be deciphered.
B. Exec. and Admin. Budget -
1. Paula asked where the Poland Springs is built in and Tony said the personnel liability line. The Board decreased this line by $720 to $14,280.
2. Joan asked why the Selectman’s minute’s secretary is being level funded if it was over expended this year and Gail replied that if you look at the bottom line for that section you can see that there should be enough to cover any overage.
3. The Board tentatively accepted the bottom line of both these budgets.
C. Bridges – Gerry stated the bottom line is $55,000 plus an $8,471.06 encumbrance.
D. Landfill – Gerry stated the bottom line is $142,633. Paula stated that the wages line does not look 100% accurate and Tony said that one full-time position is in the highway now and Paula asked him to double check the figure.
E. Police -
1. Tony said there is an $8405 encumbrance for building maintenance with $4860 for mold remediation and the balance for electrical work.
2. Paula stated that the traffic officer line needs to be corrected because it reflects three months of budgeting.
F. Gail asked if Tony received any information from CAPP and Tony said no, but he could call. Gail asked if there is any type of written agreement for the CAPP office and Tony said he would look into it.
5. Other:
A. Victor Lapierre asked if the Board has considered sending the effluent to a neighboring city instead of building a new facility. The Board discussed that they are in a timeline of when things need to be done and this is probably not an option at this time.
B. Gail stated that the budget committee meetings scheduled for January 14 and 19 have been rescheduled for January 20 and the deliberative session is January 31 at 1pm at the high school.
C. Paula asked if anyone has paid for the culvert on Tall Pine yet. Marty asked if Joan requested it and Joan replied that she never requested it. Tony stated he did not know who authorized or requested the culvert. Joan asked who told Joel to go ahead and give the culvert out. Gail stated that maybe Mr. Kerry Lapierre would know. Paula asked Tony to find out what happened and he replied that he would try.
D. Gerry asked if Tony found any of the generators and Tony said he found one at the police department in the detectives’ closet.
Marty Gilman motioned to adjourn, 2nd Gail Ellis. Motion carried with all in favor. Meeting adjourned at 10:31pm.
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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