TOWN OF FARMINGTON
BOARD OF SELECTMEN
PUBLIC MEETING MINUTES
Monday, September 14, 2009
356 Main Street, Farmington, NH
Selectman Present: Chairman Paula Proulx, Joan Funk, Gerry McCarthy, Gail Ellis and Charlie King.
Town Staff Present: Town Administrator Anthony Mincu, Public Works Director Joel Moulton, Water Superintendent Dale Sprague, Police Chief Scott Roberge, Lt. Kevin Willey and Code Enforcement Officer Dennis Roseberry
Public Present: Steve McDuffee, Maureen Cann, Deb Christie, Miranda McGowan, Cindy Snowdon and Tracy Major
Chairman Paula Proulx opened the meeting at 5:36pm. Gail Ellis motioned to go in non-public session under RSA 91A:3.II. (c), 2nd Charlie King. Roll Call – Paula Proulx (yes), Gerry McCarthy (yes), Charlie King (yes), Joan Funk (yes) and Gail Ellis (yes).
At 6:38pm, the Board came back in public session and Chairman Proulx opened the public meeting.
1. Public Comment:
A. Request for Building Permit Fee Waiver – (Gail recused herself from the discussion) The Board received a request from Janet Clement to reimburse $187.50 in building permit fees for the building of the enclosure for his hot tub from the Make A Wish Foundation. Gerry McCarthy motioned to reimburse the permit fee of $187.50 to Jaden’s Wish Fund at TD Banknorth, 2nd Paula Proulx. Motion carried with all in favor.
2. Review of Minutes:
A. Joan Funk motioned to accept the public minutes of 8-24-09 as amended for grammatical changes, 2nd Charlie King. Motion carried.
B. Joan Funk motioned to accept the non-public minutes of 9-1-09 as written, 2nd Gail Ellis. Motion carried.
3. Police Department Update on JAG Money:
Police Chief Scott Roberge explained that there have been some changes with the program in that the Town has to pay for the items and then they will be reimbursed for them from the County. Paula asked Tony if Pam can create a line for this for auditing purposes and Tony replied yes. Scott further explained that the County will have pay down times for the grant in which the first will be October 5 so if the Town purchases any of the items and turns the paperwork into the County, the reimbursement check will be received by the week of October 17-24. The Board was in consensus that Scott should purchase all the items on the grant including the cruiser, tactile equipment, in-car video systems, weapon storage systems and file cabinets as long as Pam can arrange it. Charlie then asked if this
change is at the federal level and Scott replied yes. Gerry and Charlie asked for Scott to get the pay down times in writing so there is some assurance the Town will get reimbursed in the time stated.
4. Code Enforcement:
A. McDuffee Junkyard License – Dennis reminded the Board that this is a continuance of Mr. McDuffee’s license renewal and that the sale of vehicles was found to not be allowed on his property. Paula asked Mr. McDuffee is he understands he can not have a used car dealership at this site and he said yes. Dennis stated that the Junkyard Permit does not allow for the selling of vehicles on the property and Mr. McDuffee stated he understood this. Charlie asked if Mr. McDuffee met all the other conditions of the 2008 permit and Dennis said yes, all the fencing has been installed. Charlie then asked if the junkyard meets the best management practices with the draining of fluids out the vehicles and Mr. McDuffee replied that he does drain the fluids. Charlie asked if Dennis
inspected this and he replied no, but the Board could make it a requirement. Gerry McCarthy motioned to approve the Junkyard Permit for Steve McDuffee for 2009 contingent upon him following best management practice and not selling vehicles on the property, 2nd Paula Proulx. Motion carried.
5. New Business:
A. Helen Van – Deb Christie explained that the Helen Van provides primary health car to uninsured and homeless residents. The Van is scheduled to visit Farmington each Tuesday from 9-11am in the Municipal Parking Lot. It is a federally funded program and will not cost the Town anything. Gail asked if residents would be turned away if they did not have the ability to pay and Ms. Cann said no, they would not turn anyone in need of care away. The Board agreed it is a great program. Ms. Cann (director of the Van) stated the Van will begin servicing Farmington in about two weeks.
B. Pedestrian Study – Miranda McGowan of Strafford Regional Planning Commission (SRPC) presented a Town Pedestrian Safety Action Plan that SRPC prepared as a result of a grant. The plans call for the education of pedestrian safety, enforcement of laws and infrastructure repairs, maintenance and development. Ms. McGowan suggested the Town apply for the second round of Safe Routes to School grants because the amounts have been increased to $250,000 and they are now 100% reimbursable. This grant program closes on 11/9/09. Also there are travel plan grants available at $15,000 per school. Gail asked Ms. McGowan to contact Michelle Langa of the school department with this information.
At 7:40pm, Charlie King motioned for a short recess, 2nd Paula Proulx. Motion carried.
At 7:47pm, the Board reconvened.
C. Fuel Bid Results – The following fuel bids were received;
Company Gas ULSD Home Heating
Webber n/a .14 over rack (2.0922) 2.249
Irving n/a .1490 over rack 2.241
CN Brown rack plus .22 .195 over rack 2.248 (peddle)
2.11 (bulk)
Tony explained that CN Brown is also offering an option of rack pricing on heating oil at rack plus .189 (peddle) or .089 (bulk). Gerry McCarthy motioned to purchase +- 108,000 gallons of home heating oil at $2.248 (peddle) and $2.11 (Bulk) from CN Brown with the 2% savings if paid within 10 days, 2nd Gail . Motion carried. The Board then directed Tony to re-bid gasoline at 87 octane and diesel for next Monday.
6. Water/Sewer Department:
A. Campbell Commons Compliance Report - Dale provided the Board with a draft inspection report of the pump stations that was completed with Stevens Electric and Pump Service, Inc and himself to comply with the court order. Joan asked if the pump is of sufficient size and Dale said yes. Charlie asked if there was anything in the 2007 compliance report that was not addressed and Dale said no, the biggest issue was the lack of regular maintenance and this has been addressed in the new report. Paula asked if the current pumps are the same size that have existed and Dale said the current pumps are 2HP and the previous ones were 1HP. Charlie then asked if the pump style meets the requirements of Wright-Pierce and Dale explained that Wright-Pierce did not require a certain style
pump but when he visited the site on September 4th the pump was working sufficiently and the preventative maintenance will just need to be done.
Tracy Major asked if there is supposed to be a generator back-up for the pump. Dale explained that this document is a compliance report and a generator is not required because the station meets the requirement by having a large enough storage tank based on NHDES requirements, but his report does require Mr. Campbell to hook a generator up twice a year for so many hours to ensure everything is working properly.
Cindy Snowdon, stated that the owners of the homes in Campbell Commons have no idea on the status of the station at any given time. She is concerned that Wright-Pierce provided oversight in 2007 and maybe there is a conflict of interest. Ms. Snowdon questioned if the plan AAA Pump prepared could be used to make sure the pump station works properly since they do not have a current contract with the Town. Paula replied that the Town is working under a court order that names a particular company for future maintenance and therefore it only makes sense to have that company check it before the work commences. She also explained that the Town does have the authority to make Mr. Campbell disclose information to the home owners.
Ms. Major stated that Mr. Campbell will not contact the home owners to tell them when inspections or work is being done on the pump station and asked if Dale can call instead. Paula replied that the Town does not have authority to do this and the pump station is Mr. Campbell’s property. Ms. Snowdon asked if the Town is refusing to have an outside certified engineer come in and look at the pump station and Paula said no, the Board has not decided that yet.
Dale explained that he also drafted a compliance report that requires five items to be addressed by Mr. Campbell in order for the pump station to be considered fully operational and in compliance. Once these issues are addressed the Town will approve and certify that the improvements have been completed and the one year maintenance schedule shall begin. The five items are; 1. installation of an auto-dialer, 2. installation of a hoist, 3. installation of a water meter and backflow device, 4. pump and panel repair and 5. generator used to load test the pump station twice annually. Dale will amend the auto dialer section to state the auto dialer will call the maintenance company selected to the maintenance for one year. Paula also asked Dale to add some
wording to the hoist section that the hoist is “certified” and not rigged up. Charlie noted that it should also be covered so that the weather will not rust or destroy it. Paula asked if there is anyway to have the water meter and backflow device permanently threaded on the hydrant and Dale replied that it would have to be in a heated building. The Board explained that their preference is to have the devices secured so they are not on an honor system. Dale replied he will do some further research and see what he can come up with.
Charlie questioned if the maintenance contractor, Stevens, should be the one to hook up and load test the generator and Dale said the only problem with that is it takes several hours so it would not be cost effective to the owner. The original approval stated that a generator needed to be available so Dale will change the wording of the document so it reads a generator will be available during all power outages. The Board then asked if they can legally require Mr. Campbell to leave a generator after the one year and Tony will look into this.
Charlie commented that copies of the maintenance reports should go to the Wastewater Department and the Homeowner’s Association (since they will be taking over the maintenance of the pump station and will need the history.) Paula asked if Dale can require Stevens to provide a year end review as well, so that any issues can be identified before transfers, plus Stevens can certify the pump station is working properly.
B. RIB (Rapid Infiltration Basin) Paperwork – Gail Ellis motioned to allow Tony to be the signing agent for the SRF application for the RIBs, 2nd Gerry McCarthy. Motion carried with all in favor.
7. Public Works:
A. Interim Transfer Station – Joel provided the Board with preliminary plans created by CMA Engineers. He explained that a soil cap is proposed for the area proposed for the transfer stations so he would like to close one acre of the landfill now to start the capping process. He would also like to use some of the landfill closure funds for this. The Board agreed to review the proposal and revisit the discussion on 9/24.
B. Road Salt Update – Joel informed the Board that he signed the contract with Morton Salt for the 09-10 winter season per their previous direction.
C. Levy Wall Repair – Joel explained that he received three quotes for the levy wall repairs and that these repairs will begin the process of compliance. The quotes were as follows;
MEK Poured Foundations $8750
Matrix Concrete $9990
Bob Frizzell $7540
Gail Ellis motioned to award the levy wall repairs to Bob Frizzell for $7540 for the wall adjacent to the Central Street bridge, 2nd Gerry McCarthy. Motion carried with all in favor.
D. Re-bidding of Cutting Edges – The following quotes were received;
Company carbide edges standard edges
EW Sleeper $51/ft. (equivalent) don’t supply
$58/ft. (Kennametal)
HP Fairfield $52/ft (Kennametal) $12/ft.
Tenco New England $58/ft. (equivalent) $14/ft.
Jordan Equipment $58/ft. (equivalent) $13/ft.
Charlie King motioned to approve the purchase of carbide and standard edges from HP Fairfield and one set of American Plow edge from EW Sleeper to try, 2nd Gail Ellis. Motion carried with all in favor.
E. New Hire – Joel explained that he looking to accept application this week with interviews next week and the Board interviews on the 24th. The Board agreed with this schedule.
F. Bay Road Bridge – Joel informed the Board that the State required the Historical Society to check the bridge and it is not a historical bridge. Joel would like to expend $5000 to complete the work up through the final plans. Gerry McCarthy motioned to expend up to $5000 to complete the work for the Bay Road Bridge up through the final plans, 2nd Gail Ellis. Motion carried with Charlie King opposed.
G. Other – Joan asked why the landfill hours were changed to 3:45pm and Joel said they weren’t changed a new sign was just added so that people were more aware of the closing time. Joel further explained that the landfill has utilized this schedule because it gives the guys time to close up the landfill at the end of the day without residents on the property. The Board was in agreement that the landfill really needs to be open until 4pm and Joel should adjust his schedules accordingly by having his men split the time they need to clean up to ½ hour in the morning and1/2 hour in the afternoon, instead of all in the afternoon.
Joel explained that it will be approximately $4200 to clean out the tanks that are at the garage and if this cost is split between the seven departments it would only be $360 per department. The Board directed Joel to put out an RFP for the work.
8. Appraisal:
Paula asked if it is possible to have Cross Country Appraisal come and explain to the residents how the evaluation was done and Tony explained they will be in town for three days to do just that.
9. Set Date for Wage Scale Discussion:
The Board discussed they might be able to schedule the discussion for 9/28/09.
10. Other:
A. Middleton sent a copy of the emergency action plan for Sunrise dam emergencies. Tony will sign to acknowledge its receipt.
B. Time Clock and Town Vehicle Policies – The Board scheduled this discussion for 9/28/09.
C. Gail asked Tony when the department heads will have their budgets ready and Tony said he is expecting them to be ready the first week of October.
Joan Funk motioned to adjourn, 2nd Gail Ellis. Motion carried.
Meeting adjourned at 11:03pm.
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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