TOWN OF FARMINGTON
BOARD OF SELECTMEN
PUBLIC MEETING MINUTES
Monday, April 27, 2009
356 Main Street, Farmington, NH
Selectman Present: Chairman Paula Proulx, Joan Funk, Gerry McCarthy, Charlie King and Gail Ellis.
Town Staff Present: Town Administrator Tony Mincu and Water Superintendent Dale Sprague.
Public Present: Ed Leonard of Wright-Pierce.
Chairman Paula Proulx opened the meeting at 6:00pm.
1. Discussion with Wright-Pierce:
Mr. Leonard explained that the final report is due to the EPA by May 5, 2009 and the implementation schedule included in that report will be enforceable as far as the milestone goals. He further stated that quarterly reports will have to be filed with the EPA until the Administrative Order is satisfied.
Paula stated that the document talks about a private I & I policy and that she is not sure she would want to create such a thing. Dale replied that he doesn’t know of any catch basins contributing to the I & I and that there are only a few sump pumps around in which he believes that have been dry for several years. Dale then added that most of the I & I can be contributed to cracks in the pipes and broken seals at the connections. Charlie asked why the private I & I policy couldn’t be created sooner than it is noted on the implementation schedule. Mr. Leonard replied that the same information is in the sewer policy. Charlie noted that private ones should be given permission on a case by case basins and recorded as such and not ignored but enforced. MR.
Leonard replied that Dale is doing some data collection over the summer and fall and from there the town should be able to create a comprehensive policy.
Paula asked if the EPA and NHDES are any closer to giving the town an answer on sending the peak flow discharge to the river. Mr. Leonard replied not really, but he was told they are looking into creating a special exception for the town after they get the final report. Paula then asked if the NHDES 10% septage funding is available right now and Mr. Leonard replied that it is not, but when or if it does become available then the town can apply for it. He then explained that he has worked with Dale to apply for numerous grants through Rural Development, STAG and such.
Charlie asked why the operating costs of the new plant is going to be $120,000 more than the current plants. Mr. Leonard explained that the electrical costs alone will be about $60,000 a year, plus about $40,000 for bio-solid removal that the town has not had before and some staffing costs. Charlie then asked why the town would be creating a plant that requires more staff. Mr. Leonard replied that another pump station, a dewatering station, plus new processes to deal with items like nitrogen will in his estimate require one more staff person. Dale said his intent is to try to do the work without an extra body but if he finds his department cannot handle the load then he will come to the Selectmen at that time.
Paula asked why the town would not be applying for CDBG grants and Mr. Leonard replied that the town can only apply for one CDBG grant in five years and he wasn’t sure if the town had another item they would like to use this funding source for. Tony stated that the CDBG grants have a limit of $500,000 but they are matching fund grants in which federal and state money can be used to match the funds. The Board decided that they would like to go ahead and apply for a CDBG grant for the wastewater treatment plant. Gerry then asked if the town is eligible for PSNH grants and Mr. Leonard replied yes for a possible 15-20%.
The Board reviewed the implementation schedule and agreed it was aggressive but good. Mr. Leonard agreed it was aggressive but added that it is attainable. Charlie asked for copies of the final report to be forwarded to each board member.
Charlie asked when NHDES will remove the moratorium and Mr. Leonard replied it should be lifted when a signed work contract is in place, which will be in about 2 years. There was a lot of discussion on whether or not previously approved sewer connections could be allowed with the moratorium. The Board came to the conclusion that at this time the moratorium should stand with no questions asked.
2. Review of Purchasing Policy:
Tony supplied the Board with copies of purchasing policies from other towns for their review and comparison. Gerry commented that he thinks the town’s policy is pretty good but some of the limits might need to be increased. Charlie noted that the areas that require “sealed bids” might want to be changed to “sealed proposals.” He then asked where the department heads are expected to post for projects. Tony replied that they currently post in the Foster’s and on the LGC website. Charlie noted that there is a “construction summary” website that can be utilized as well as the town website and Channel 25.
Joan stated that she is concerned that items have not been correctly posted and that individual phone calls have been made. Charlie suggested that the town create an approved vendor list that can be contacted through email or such that items or services are being posted for bids or proposals. Gail asked how it would work with informal competitive bidding and Charlie explained that the approved vendors would be notified of the request and then should fax, mail or email their quotes so that the town can be sure they are comparing apples to apples when accepting the quote.
The Board requested that Tony discuss the purchasing policy with the department heads this Wednesday to get their input and recommendations. Dale stated that under E the policy states purchases of $750-$2500 require the Selectmen’s Chairman to sign the PO, but this is not working. Gail stated that she disagrees that this should be changed because of non-essential spending she has been witnessing with items like the coffee cups for the fire department. She then added that it is also unacceptable to get a PO after the fact. Gerry said it is not acceptable under the current policy it is just not being enforced. Charlie stated that it might be a good idea for the Board to see the purchase orders prior to delivery so they are familiar with the items before they show up on the
manifest.
3. Other:
A. Paula informed the Board that Scott (the Police Chief) called her about the new cruiser and that he was told it may cost more money to purchase the cruiser in December because of the interest. He suggested purchasing it now and not registering it or purchasing it and leaving it at the dealership until December. The Board agreed the cruiser could be purchased in July when the JAG money is received and to have it stay at the dealership if there is no storage costs and they will be responsible for it. Charlie then noted that he would like an updated copy of the grant proposal from the Chief.
B. Charlie informed the Board that the Planning Board (PB) would like to work with the fire chief and the Selectmen to finalize a cistern policy that can be adopted by the Planning Board and applied consistently on planning board applications. Paula replied that she wouldn’t have a problem with the PB working with the Chief on a policy and then forwarding it to the Selectmen for approval and then having the PB adopt it or have it adopted as an ordinance at the next town meeting. Charlie stated that if it is made an ordinance than there is no room for extenuating circumstances like building three 10,000 gallon tanks instead of one 30,000 gallon tank. If it was a policy adopted by the Planning Board then waivers could be granted in certain circumstances by the fire chief, PB and/or Selectmen. Gerry asked Tony to find out from legal if Selectmen policies are binding for the PB to follow, noting that he would like the question and answer in writing or a copy of both emails.
C. Joan noted that the Board also needs to address the hiring/interview policy and an acceptable evaluation sheet.
D. Charlie asked Tony if the town received the summary from the attorney on the meeting with the Homeowner’s Association and RSA Development. Tony replied that the parties have not come to an agreement yet. Charlie stated that the summary was supposed to be a “summary” of what was discussed not a rendered decision.
Gerry McCarthy motioned to adjourn, 2nd Joan Funk. Motion carried.
Meeting adjourned at 8:37pm.
Respectfully Submitted,
Brandy Sanger
Recording Secretary
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Chairman, Paula Proulx Vice-Chairman, Gail Ellis
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Gerry McCarthy Charlie King
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Joan A. Funk
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