TOWN OF FARMINGTON
BOARD OF SELECTMEN
PUBLIC MEETING MINUTES
Monday, March 16, 2009
356 Main Street, Farmington, NH
Selectman Present: Gerry McCarthy, Charlie King, Paula Proulx, Joan Funk and Gail Ellis.
Town Staff Present: Town Administrator Anthony Mincu, Fire Chief Rich Fowler and and Rec. Director Rick Conway.
Chairman Gerry McCarthy opened the meeting at 6:00pm.
1. Board Nominations:
a. Gerry McCarthy moved to nominate Paula Proulx as Chairman, 2nd Gail Ellis. Motion carried with Paula Proulx abstaining.
b. Charlie King moved to nominate Gail Ellis for Vice-Chairman, 2nd Gerry McCarthy. Motion carried with Gail Ellis abstaining.
2. Appointment to Town Boards:
a. Gerry McCarthy moved to reappoint Paul Parker to the Planning Board as a 3-year member, 2nd Joan Funk. Motion carried with Gail Ellis abstaining because she has an application before the planning board.
b. Charlie King moved to reappoint Charlie Doke to the Planning Board as a 3-year member, 2nd Gerry McCarthy. Motion carried with Gail Ellis abstaining.
c. Gerry McCarthy motioned to reappoint John Aylard to the Zoning Board of Adjustment for a three year term, 2nd Charlie King. Motion carried with Gail Ellis abstaining.
d. Charlie King motioned to appoint Dave Connolly to the Conservation Commission for a 2 year term, 2nd Gerry McCarthy. Motion carried with all in favor.
e. Gerry McCarthy motioned to appoint Jill Tozier to the Conservation Commission with the length of the term to be determined by her to be either a 1,2,or 3 year term, 2nd Gail Ellis. Motion carried with all in favor.
f. Richard Stanley applied to the EDC and Downtown and Business Committee but the Board asked Tony to have him come in to the next Board meeting so they can meet him.
3. Selectmen Appointments to Town Boards:
a. Charlie King motioned to appoint Gerry McCarthy to the Conservation Commission, 2nd Gail Ellis. Motion carried with all in favor.
b. Gerry McCarthy moved to appoint Charlie King to the planning board, 2nd Joan Funk. Motion carried.
c. Paula Proulx moved to appoint Joan Funk to the Downtown and Business Committee, 2nd Gerry McCarthy. Motion carried.
d. Joan Funk motioned to appoint Gail Ellis to the Budget Committee, 2nd Charlie King. Motion carried.
e. Gail Ellis motioned to appoint Paula Proulx to the Economic Development Committee, 2nd Joan Funk. Motion carried.
f. Paula Proulx moved to appoint Charlie King and Gail Ellis to the Capital Improvement Committee, 2nd Joan Funk. Motion carried. It was discussed that the Planning Board will need to appoint a new representative.
4. Fire Department:
a. Fire Chief Rich Fowler stated that he can get two defibrillators for $19, 600 from a company that refurbishes them. The warrant that was approved was for one defibrillator at $17,000 but the fire association has agreed to pay the additional $2600. The defibrillators are refurbished and come with a one year parts and labor warranty as well as, a 90 day money back guarantee. Joan asked if by having a refurbished unit would it put the department at all liable. Rich said no, he has talked to several other departments who have them and they have had great luck. Gail asked if they are tested regularly and Rich said yes, they are tested daily. Gerry McCarthy motioned to purchase two defibrillators with the total cost of $19,600 with the fire association paying $2600 towards the
cost, 2nd Joan Funk. Discussion followed in which Charlie asked Rich to make sure the 90 day guarantee is part of the contract. Motion carried.
b. Rich informed the Board that he priced several used and new command type vehicles and found that it is more economical to buy a new vehicle. A Ford Explorer with a three year bumper to bumper warranty, tow package and 4WD at Grapone Ford is $22,082 and at Irwin Ford is $21,760. Gerry McCarthy motioned to purchase the Ford Explorer from Irwin Ford at $21,760, 2nd Gail Ellis. Discussion followed in which Charlie asked what the cost will be to outfit the vehicle. Rich replied it will be about $4,000 but the association is trying to help with those costs. Gail noted that the balance of the warrant is also available for the outfitting. Motion carried with Charlie King abstaining because he didn’t have enough
information.
c. Gail asked if Rich has any plans on how to get another fire truck since the town was not awarded the grant. Rich said that he is looking at several other options, like two other grants through the stimulus package and refurbishing the two old trucks into one.
5. Recreation Department:
a. Rick informed the Selectmen that he confirmed the bids he got for the new 15 passenger van. Diprizzio’s has a used 2005 with 33,000 miles for $16,000 and Poulin’s has a new van at $28, 489 (which is a $300 increase since last time he asked). Charlie King asked if the used van needs any immediate service and Rick said no, it is inspectable but he would like to bring it to the town garage to be checked over. Gerry McCarthy moved to purchase a 2005 passenger van from Diprizzio’s at $16,000, 2nd Joan Funk. Charlie King offered a friendly amendment that the purchase is made only after a favorable inspection of the van by the town mechanic; Gerry McCarthy and Joan Funk both agreed to the amendment. Motion carried with all in
favor. Gerry asked Rick to check on an extended warranty for the van.
6. Sprinkler System Contract:
a. Tony explained that the 20 page contract for Superior Fire to install the fire suppression system in the Old Town Hall (Opera House) is a typical contract with the work to be completed by June of 2009 with a total cost of $53,000. Charlie asked how the contract is being paid and Tony explained it is paid in one lump sum when the project is completed and the system is signed off of by the Fire Marshall. Gerry McCarthy motioned to have the Chair sign the contract for Superior Fire for the three phase installation of the fire suppression system for the Old Town Hall for a total cost of $53,000, 2nd Gail Ellis. Motion carried with all in favor.
b. Gerry asked why there was a $4,000 range for Bergeron contract to oversee the installation of the sprinkler system and Tony explained he asked Mr. Bergeron that same question and he said the cost will depend on the depth of the work required. Charlie stated that he is uncomfortable with the range and would like to see a fixed hourly rate with detailed billing for the actual hours worked. Gail asked if the Fire Chief is qualified to supervise the project and Tony said he would not recommend it. Gerry added that a set of prints should be included in the cost and not be an additional charge. Gail then noted that reimbursable items, like photographs should be at the request of the Board. Charlie asked for an estimate of the reimbursable items. Gerry McCarthy motioned to have
Tony clarify the hourly rate for Bergeron and get an estimate on the reimbursable items and then to have the Chair sign the contract, 2nd Joan. Charlie King offered a friendly amendment that a detailed report be submitted with the charges for the hourly rate and to request a set of prints at no charge; Gerry McCarthy and Joan Funk accepted the friendly amendment. Motion carried with all in favor.
7. Wastewater Treatment Facility:
a. Tony informed the Board that he received an email from Ed Leonard of Wright-Pierce that said there is $17,600 left in the contract and he is ready to start work on the Stimulus Bill paperwork. He forwarded an estimate of the cost and would like permission to start the RIB project this week because it looks like the money will be approved by NHDES within the next six weeks. Gerry asked how long it will be before the Board receives the final estimate for the entire Wright-Pierce contract. Tony said it will be ready for next Monday ( The Board commented that if the contract is not ready for review by the Board by this Friday then they do not want to discuss it on Monday.) Charlie asked if the Board already awarded Wright-Pierce the design contract and the Board agreed it would not make sense
to change engineers at this point. Gerry commented that there is money in the enterprise fund to start this project and it can be reimbursed with the DES grant. Charlie stated that he feels it is premature to start work on a contract this week that will not be potentially approved until Monday. Gerry McCarthy motioned to give a verbal okay and go ahead to Wright-Pierce to proceed to meet the schedule to meet the demands of the Stimulus Bill with the costs incurred to be covered, 2nd Joan Funk. Paula Proulx offered a friendly amendment that stated that no more than $10,000 will be expended until a written contract is approved and accepted by the Selectmen; Gerry McCarthy and Joan Funk accepted the amendment. Motion carried with Charlie King opposed.
8. Other:
a. Joan stated that she read a memo from Joel Moulton that said he received three checks for the Tall Pine culvert. The Board would like to know the amount of the checks and who they were from. Tony will get this information. Paula asked if the Board all received the fax from Kerry Lapierre and Charlie stated that he would need a copy.
b. Paula asked Tony if he got clarification on the police phone card charge. Tony replied that the Chief was on vacation where there was no cell phone coverage and purchased a phone card so that he could be in communication with the department.
c. Paula asked Tony if he got clarification on the 288 minutes to one phone number that Marty Gilman inquired about at a previous meeting and Tony replied no, he is still working on it.
d. Paula stated that Steve Dean approached her about replacing the flag in front of the Municipal building. Gerry McCarthy motioned to purchase a new flag for the front of the Municipal building, 2nd Gail Ellis. Motion carried with all in favor.
e. Paula stated that the Board received a request from the American Red Cross to proclaim March 2009 as American Red Cross Month. Gerry McCarthy moved to proclaim March 2009 as American Red Cross Month, 2nd Joan Funk. Motion carried.
f. Gail stated that at future town events a handi-capped area needs to be reserved because there was a handi-capped resident who could not find a seat on the ground level of the Old Town Hall at the town meeting. The Board agreed an area will need to be reserved in the future.
g. Paula stated that the Board received a letter from the Trustees reminding them of the Leon Hayes Birthday Ball that needs to be planned for in May. Charlie stated that he went last year and would suggest moving it to the Rec. Department this year. Tony will bring it up to Rick for planning.
Charlie King motioned for a short recess, 2nd Joan Funk. Motion carried at 8:00pm. The meeting reconvened at 8:05pm.
h. Tony asked the Board if they remember making a decision to post Main Street. Charlie stated that he did receive a memo from Joel Moulton, road agent, stating that he was posting the roads from 3/9/09 to 5/6/09; but roads are suppose to be posted to protect the roads from pending weather and road conditions. Charlie stated that they should be posted for an undetermined end date because it should be lifted as soon as possible. Gerry read the ordinance that said posting should start 3/1 and not exceed 5/1. Gerry added that a memo was received from the Police Chief as well, saying that he was not notified of the postings.
Paula stated that the town’s policy gives Joel authority to post the roads with Selectmen notification. Joan asked why Joel would not have notified the police department at the time of the posting so they would know to monitor. Gail commented that these type of items should be discussed at the department head meetings. Tony commented that the Police department cannot enforce a posting of a state road (Main Street) and the town has nothing in writing that says the state has given Main Street to the town. Gerry asked Tony to check if the town can post Main Street. Charlie noted that both the police and public works department heads need to communicate with each other better. He then added that there are several issues with the road policy that need to be addressed and pointed out
some of the issues. The Board agreed that they will need to revisit this policy.
The Board would like in writing from NHDOT if the town has the right to post Main Street and if they say the town can’t then a memo stating NHDOT owns the road would be needed. Paula then commented that it has been awhile since she has seen department head meeting minutes.
i. Paula stated that the Town received a letter that states the town will be receiving $21,000 from the State for the ice storm debris removal reimbursement the public works department requested. Paula stated that a public hearing needs to be held to accept these funds when they come in.
j. Gail asked what the memo was from COAST. Joan asked if the Board can discuss it at the next meeting so they have time to read it. Charlie stated if the town gave them what they requested for funding this year then he would expect they would provide the services outlined in the contract.
k. Paula stated that she remembered receiving a packet from Strafford Regional Planning Commission requesting the Board hold a discussion by 3/23. Paula asked Tony to check with Dan to see if the Board can wait until two meetings from now to discuss it.
l. Paula stated that Board also received a few requests for appeals by town employees. Joan commented that she thought the appeals went to Tony first. The Board agreed they needed to go in non-public to discuss this.
m. Paula stated that there are quite a few bills that are not being paid on time and asked if it is feasible for the Board to come in at 5:30pm before meetings to review the bills and sign them. The Board agreed this was a good idea.
Gerry McCarthy motioned to go in non-public session under RSA 91A.3.II. (a)(c) and (e), 2nd Joan Funk. Roll Call – Gerry McCarthy (yes), Charlie King (yes), Paula Proulx (yes), Gail Ellis (yes) and Joan Funk (yes).
Joan Funk motioned to adjourn, 2nd Gerry McCarthy. Motion carried.
Meeting adjourned at 9:28pm.
Respectfully Submitted,
Brandy Sanger
Recording Secretary
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Chairman, Paula Proulx Vice-Chairman, Gail Ellis
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Gerald McCarthy Charlie King
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Joan A. Funk
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