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Selectmen's Minutes 6-22-09
Board of Selectmen Meeting
June 22, 2009
Public Session


At 6:15 PM the Board came out of Non Public Session

Selectmen Present: Chairman Paula Proulx, Vice Chairman Gail Ellis, Joan Funk and Charlie King. Gerry McCarthy was excused from the meeting.

At 6:15 PM Chairman Proulx called the meeting to order and asked everyone to join her in the Pledge of Allegiance.

CDBG (Community Block Development Grant) Public Hearings

Director of Planning and Community Development Dan Merhalski read from a memo to the Selectmen dated June 2009: ‘The Town of Farmington is currently seeking to secure funding for the Waste Water Treatment Facility (WWTF) Upgrades approved at Town Meeting. As  part of that process, the Town is seeking to secure CDBG funds through the New Hampshire Community Development Finance Authority (CDFA). Tonight’s Public Hearing’s are to secure authorization from the Board of Selectmen to apply for this grant in the amount of $1.1 million for the Infill and Infiltration project, authorize the Town Administrator to execute any and all documents necessary to effectuate the potential CDBG contract, re-adopt the towns Residential Anti-displacement and Relocation Assistance (RARA) Plan, and re-adopt the Towns’ Housing and Community Development Plan (HCDP)’.

Public Hearing 1. Chairman Proulx opened the first Public Hearing for CDBG. Dan Merhalski made available to the public a handout stating the purpose of this Public Hearing, which Authorizes the Town to apply for the grant and authorizes the Town Administrator to execute all documents, should the grant be accepted. Dan gave a verbal explanation of the CDBG .
Chairman Proulx opened the meeting to the public for comment or questions. There was no public input.
Chairman Proulx closed Public Hearing #1

Public Hearing #2. Chairman Proulx opened Public Hearing #2. Dan made available to the public a handout stating the purpose of this Public Hearing. Dan stated that this is the Residential Anti-displacement and Relocation Assistance Plan and summarized the purpose. Dan stated that there is no anticipation of relocation.
Chairman Proulx opened the hearing to the Public to which there was no public comment.
Chairman Proulx closed Public Hearing #2.

Public Hearing #3. Dan made handouts available to the public regarding this hearing: Housing and Community Development Plan .He then gave a verbal explanation of the project plan and stated that the HCDP must be reviewed and adopted.
Chairman Proulx opened the meeting to public comment to which there was no public comment.
Chairman Proulx closed Public Hearing #3.

Joan Funk motioned to authorize the Town to apply for the grant in the amount of $1.1 million for the Infill and Infiltration project. Motion seconded by Charlie King. All in favor.

Joan Funk motioned to authorize the Town Administrator to execute any and all documents necessary to effectuate the potential CDBG contract. Motion seconded by Charlie King. All in favor with Paula Proulx adding an amendment to state that the Selectmen will be given copies of all documents involved.

Joan Funk motioned to Re-Adopt the Town’s Residential Anti-Displacement and Relocation Assistance (RARA) Plan. Motion seconded by Charlie King. All in favor.

Joan Funk motioned to Re-adopt the Town’s Housing and Community Development Plan (HCDP). Motion seconded by Charlie King. All in favor.

Dan explained that he would meet the deadline for submission of the grant. The Public Hearings closed at 6:30Pm.

4: Review of Minutes

June 1, 2009 Public Session: Joan motioned to approve the public minutes of June 1, 2009 seconded by Charlie King. Discussion: Following review, a vote was taken: 4  in favor of accepting the minutes as written.

June 1, 2009 Non Public A: Joan motioned to approve the minutes of June 1, 2009 non public A seconded by Charlie King. Following corrections, a vote was taken: 4 in favor of accepting minutes of June 1, 2009 as amended.

June 1, 2009 Non-Public B: Joan motioned to accept the non-public minutes of June 1, 2009 B seconded by Charlie King. Following discussion and corrections, a vote was taken, 4 in favor of accepting the minutes as amended.

June 8, 2009 Public: Joan motioned to accept the public minutes of June 8, 2009 seconded by Charlie King. Following discussion, in which Gail stated that she would like her reason to vote to oppose be added to the minutes……. . . Joan motioned to withdraw her motion to approve the minutes seconded by Charlie. Joan motioned to table the non-public minutes of June 1, 2009 B seconded by Charlie King. 4 in favor to table the public minutes of June 8, 2009.

June 8, 2009 Non Public A: Joan motioned to accept the non public A minutes of June 8, 2009 seconded by Charlie. Paula would like clarification of the motion to hire the new employee and have Brandy check her notes. Joan Funk motioned to withdraw her motion to accept the minutes seconded by Charlie. Joan Funk motioned to table the Non Public A minutes of June 8, 2009 seconded by Charlie King. A vote was taken: all in favor.

June 8, 2009 Non-Public B: Joan motioned to accept the non-public minutes of June 8, 2009 B seconded by Charlie King. Following discussion and corrections, a vote was taken, 4 in favor of accepting the minutes as amended.

5: Municipal Office Building Repair Proposal: Bill Spears came before the Board to discuss his proposal, called Phase I, to perform maintenance/repairs to the gutters at 356 Main Street. The Board discussed the proposal and questioned if the town maintenance personnel could perform this work. Rick Conway will talk with the maintenance crew to see if: a, this is within their scope of work and b, if they can fit it in their schedule within the next two months.

6: Town Hall Roof Repair Bids:  Rick Conway came before the Board. All ten  bidders received the same RFP and met with Rick to survey the leak at the Town Hall. Only one bidder, Hall Bros actually went up on the roof to inspect it, all other bidders surveyed the area from below. Tony recommends awarding Hall Bros the bid. Tony, Rick and Dennis all assessed the problem area. All but one bidder agreed that the leak originates from the side not the front. The rotten wood will have to be addressed in the future and Paula stated that they could put out a bid for the rotten wood; the immediate issue of the leak must be addressed presently. Joan motioned to award the Bid to Hall Bros seconded by Charlie King. Following discussion, Gail made an amendment to state that the bid is for $9,700.00. Tony added that $8,000 will be drawn from the building maintenance funds and the balance from the sprinkler funds. A vote was taken: All in favor.

7: Hawkers/Peddlers License Application: an application was submitted for a H/P license by a broker who wishes to go door to door to sell his financial services. The Police Chief signed off on the application. The applicant was invited to attend this meeting but was not present. The Selectmen would like more information and will invite the applicant to the next meeting to clarify his intentions. This item was tabled until more information is available and the applicant can come before the Board.

8: Water/Sewer
  • Campbell Commons Sewer Pump Update: This item was discussed in Non Public Session
  • IDEX Update: Dale Sprague came before the Board and gave a summary of this method/device, which is used for E-Coli Bacteria Testing. Currently, his department uses the EPA method 1603. After evaluation and research, Dale determined that the IDEX has a yearly cost savings of approximately $777.00 although it has an initial cost of $3500.00. The IDEX is a more efficient and quicker method. The cost would have to come out of the laboratory budget line. Charlie motioned to authorize Dale to purchase the IDEX sealer and use this method seconded by Joan. No further discussion, a vote was taken: All  in favor.
  • Bulk Fuel Tanks: Dale met with a NHDES Oil Compliances representative in January of this year. Dale was informed via e-mail in February that 4 issues required correction. 3 of the 4 issues have since been rectified. The 4th item is to have overflow devices installed on 2 of the bulk tanks at a cost of $975.00 each. The costs for maintenance are split up between the departments who use the fuel and the school. Dale explained that the maintenance of these tanks is a yearly expense and that it may be a good time to reevaluate the benefits of having this facility as opposed to outsourcing for fuel. The nearest known state facility is Milton. Joel stated that this could be an issue in the winter for his department during snowstorms and power outages. Paula asked Dale and Tony meet to discuss cost of maintenance of the tanks as opposed to outsourcing and to bring information to the Board at a future date. Charlie inquired on scrapping 4 unused tanks to which Joel replied that he has looked into this. Charlie King motioned to authorize the expenditure of $975 each for two overflow
devices seconded by Joan Funk. No further discussion, a vote was taken: All in favor
  • Flushing of Hydrants: Dale will be conducting this tonight and Tuesday night. Notices                          have been posted on the website and other locations throughout the town.
  • Wright and Pierce Contract Funding: Dale updated the Board: Currently $84,000 is owed but has been put on the back burner until recovery funds are available. We are working with Ed Leonard on reimbursement; there is a form that has to be submitted to the State monthly with attached invoices and relative information; this process will begin shortly. The State approved the RIB design, a Public Notice has been posted; Wright and Pierce will put out a bid.
  • Rate Structure/Budget Deficit: Dale explained that now is the time to gather information and suggestions from the Board. Charlie questioned the projected income and trends. He stated that he feels the projection is too high and should be lowered by 2-3 million gallons per billing. Charlie requested to see the last 2 years billing which Dale agreed to provide to the Selectmen. Charlie questioned the well reimbursement line to which Dale replied that the grant money is coming in, the State will split 50/50. Charlie questioned the proposed budget shows a 20% deficit. Joan added that a 27% increase would be difficult on the customers in today’s economy. Dale will look at options including a ground water consultant.  Paula suggested that Dale change his 2009 budget to show the revenues under the expenditures. Dale explained that funding has been cut from the State budget; funding from Rural Development will offset the loss. We need to put pressure on our state senators’ to reinstate funding in 2011 at which time the Town will reapply. Charlie agreed that we need to make adjustments in the rates to keep up with increases but disagrees with these proposals.
At 8:15 Joan Funk motioned to take a short recess seconded by Charlie King, all in favor.
At 8:30 Paula Proulx reconvened the meeting.

9. Public Works

  • Striping Roads: Joel Moulton came before the Board. The Selectmen received the  three bids in their packets for review. Joel commented that all three bids were higher than last year. The bids are based on using ALKYD based paint which will last one year as oppose to water based paint which does not even last 6 months. Joan Funk motioned to award the bid to the lowest bidder, Poirier for $16,250. Gail seconded the motion. All in favor.
  • Cutting Edges: The Selectmen received the two bids in their packets for review. Joel stated that he would like to make this purchase before the price goes up and to utilize the budget line since there is money left. Joan motioned to go with the lower bidder, Jordan Equipment for $58 per foot and standard edge and $13 per foot for out of cut edge line. Gail seconded the motion. No discussion, All in favor.
  • Spring Street Bridge: An RFP was put out for the repair of the concrete bridge deck and application of a waterproof membrane. Joel recommends having this work completed before further damage occurs from winter maintenance. Gail questioned if the bids were sealed and who opened the bids to which Joel replied no, they were not sealed, there was a misprint in the ad. Charlie questioned if it is typical to have an RFP in the paper for only one day to which Joel replied yes, but it is also advertised on the town website, Local Government website as well as Construction Summary. Paula asked if the contractors were insured, Joel answered yes, for one million. The funding for this project is budgeted in the Bridge/Railings Line. Joan motioned to award Bayview Construction Corporation the bid in the amount of $17,500 to perform the Spring Street Bridge Repair as proposed. Paula seconded the motion. After a brief discussion a vote was taken. 3 in favor with Gail opposed.
  • Ledge Removal: A bid was put out for removal of bedrock/large boulders within drainage ditches on various roadways throughout town. The use of a hydraulic hammer is necessary for this process. Three companies submitted bids. Discussion ensued on the benefits of using larger hammer vs. a smaller. Joel recommended awarding the second bidder (K&B), they are local and have done a good job for the Town on past projects and have given more hours than billed for. Charlie King motioned to award K&B Rock Crushing the bid contingent upon using a 10,000-pound hammer and the 400 Komatzu excavator. Gail seconded the motion. Discussion continued: Joan stated that bidder 1 (Barron Bros) does quality work and local companies should be given extra consideration; they go above and beyond. Joel added that he estimates it would take approximately 30-35 hours for bidder 1 and ½ the time for #2 & 3 bidders with the bigger hammer. A vote was taken: 3 in favor with Joan opposed.
  • Levy Survey: Joel recommends putting out an RFP for a levy survey of the North side of the dike. (Main Street to Tappan). Joel explained that according to the Army Core of Engineers O&M Manual (Operations and Maintenance), it goes from the old center of the river which has most likely shifted since 1957 when it was written. We need to reestablish the center so as not to exceed the O&M line. Worst-case scenario is that it has moved up to 20 feet. The TOW is fifteen feet past.
  • Gail questioned Joel on invoices from AAA fence; there are no descriptions of the work performed. Gail asked Joel to submit P.O.’s before the invoice.
10. Town Clock: Tony informed the Board that the Church officials have signed the agreement. The Board has received copies for all the bids previously. Tony recommends awarding the bid to Dvanza as he has performed the maintenance to the clock for numerous years and installed the electrical mechanism. Dvanza refinished the New Durham Clock 10 years ago and it still looks new. Tony stated that Dvanza can start within two weeks of notification and be done within a month. Joan motioned to award Dvanza the bid for the Town Clock seconded by Gail. There was no discussion so a vote was taken: 3 in favor with Charlie opposed. Tony recommends having the face of the clock black as it was originally. The Board was in agreement with this suggestion.

Paula Proulx made a motion to seal the Non Public minutes of this meeting of June 22, 2009. Gail seconded the motion with all members present voting in favor.

11: Set Date for Public Hearing for Acceptance of FEMA money: Date set for July 13, 2009.
12: Set date for Workshops for Town Vehicles and Purchasing Policy: Date set for July 6, 2009.


New Business:
  • Charlie stated that he met with Rick Conway at the Town Hall and noticed  some unsafe  wiring which he feels needs to be addressed before the ceiling tiles are put back up. Tony said that he will seek a price for this work.
  • Time Clock Policy: Tony will draft a policy
  • Tony has drafted a letter to the Alarm Company regarding the Town Hall Fire Alarms. The Board was in agreement to send the letter. There is a question as to whether the installation of the smoke detectors is within code and who is responsible. The Board will look more closely at this situation and discuss in further detail at an upcoming meeting.
  • Charlie stated that he would like to discuss the resignation of an employee. Paula stated that it should be discussed in Non Public at this time.
Joan motioned to adjourn at 9:30 PM seconded by Gail. 4 in favor. Meeting adjourned.

Respectfully submitted,

Megan Taylor-Fetter

__________________________      ___________________________     ________________________
Paul Proux                              Gail Ellis                              Joan A Funk

__________________________      ___________________________
Gerald McCarthy                 Charlie King