TOWN OF FARMINGTON
BOARD OF SELECTMEN
PUBLIC MEETING MINUTES
Monday, November 30, 2009
356 Main Street, Farmington, NH
Selectmen Present: Chairman Paula Proulx, Gerry McCarthy, Gail Ellis, Joan Funk and Charlie King.
Town Staff Present: Town Administrator Anthony Mincu, Public Works Director Joel Moulton, Tax Collector Kathy Seaver, Water/Wastewater Superintendent Dale Sprague, Finance Administrator Pam Merrill.
Chairman Paula Proulx opened the meeting at 6:05pm.
Joan Funk motioned to go in non-public session under RSA 91A.3.II (c), 2nd Charlie King. Roll Call – Paula Proulx (yes), Gerry McCarthy (yes), Gail Ellis (yes), Joan Funk (yes) and Charlie King (yes).
At 6:47pm the Board reconvened in public session.
1. Review of Minutes:
A. Joan Funk motioned to accept the non-public minutes of 10-21-09, 2nd Charlie King. Motion withdrawn.
Charlie King motioned to table the non-public minutes of 10-21-09 to the non-public meeting tonight, 2nd Gail Ellis. Motion carried with all in favor.
B. Joan Funk motioned to accept the 10-26-09 public minutes as amended, 2nd Charlie King. Motion carried with all in favor.
C. Joan Funk motioned to accept the public minutes of 11-16-09 as amended, 2nd Charlie King. Motion carried with Gail Ellis abstaining.
D. Joan Funk motioned to accept the 11-16-09 non-pubic A minutes as presented, 2nd Charlie King. Motion carried.
E. Joan Funk motioned to accept the 11-16-09 non-public B minutes as amended, 2nd Charlie King. Motion carried with Gail Ellis abstaining.
2. Public Comment:
There was no public comment.
3. Highway Budget Proposal Review:
A. Joel reminded the Board that his total 2008 encumbrances were for $148,522.26. His 2009 proposed budget does not include encumbrances and is a $75,801 increase. Charlie noted that last year’s encumbrances were due to unanticipated revenue coming in from state reimbursement that needed to be spent and therefore there was budgeted money left over that was encumbered.
B. Department wages are lower because of new employee. Gail asked why Joel budgeted $22,000 for part-time help when there was not any budgeted last year. Joel replied that he will need to check with Pam for clarification as to where she places this money because he does budget for it every year but it could be in the dept. wages line.
C. Charlie asked what the safety equipment line is spent on and Joel explained he purchases safety glasses, vests, chaps, signage, cones and boots from this line. Joel will provide a break down of the line.
D. Charlie asked if so much is needed in the highway training line based on historic figures. Joel replied this line is for training and classes for his staff and he will provide a further breakdown for this line as well.
E. Charlie asked if the telephone line can be reduced by about $500 based on the new negotiations. Gerry asked how many different phone contracts the Town has and Joel replied the contract he renegotiated was through Nextel for 5 phones for Dale and his department.
F. Joel explained the electricity line is up $300 because his average bill is $500-$550 a month.
G. Joel explained the uniform line is up $50 and he is uses the UniFirst company. Charlie asked what the approximate cost is per person for the service. Joel explained he gets 11 pairs per person for 12 people, so it is about $700 per person. Charlie commented that another department gets $400 per person for uniforms and questioned if this should be more consistent plus he is not in favor of utilizing UniFirst because he does not feel the department get their monies worth.
H. Charlie asked what the rental highway equipment line is for and Joel explained it is for the rental of a vibrator roller, wood chipper and more.
I. Joel explained the highway building repair line is for the completion of the salt shed repairs, concrete floor repairs and electrical work. Gail requested a break down of the work.
J. Joel explained the rebuild/repave line is for ledge removal, chip seal, and shim and overlay to Ridge Road, Chestnut Hill Road, Hornetown Road, Ten Rod Road and Meetinghouse Hill Road. Gail requested a work plan for this line.
K. Joel explained the sidewalks line does not include the expected grant money and is just for existing needed repairs. Gerry asked for a work plan.
L. Joel stated the erosion control line is for hydro-seeding and stabilization of ditches.
M. The paving line is for paving associated with drainage repairs on Governors Road, School Street and more. Joel will provide a work plan for this line.
N. Joel explained the crushed gravel line is level funded and will be used to widen Sheepboro Road and sections of River Road. Joan questioned if Joel has any plans for Dodge Cross Road and Joel explained the road needs a little more work done.
O. Joel explained the winter sand line is for screening and that he does this when they crush gravel because he gets a better price. Gerry asked if it is worth it to purchase a screen and Joel replied the Town could purchase one now for $40-$50,000.
P. Joel explained the contract sweeping is for 80 hours of road sweeping plus bi-weekly cleaning in the summers. Joan asked if the county workers can be used for this and Joel explained they come in to do the sidewalks, which shortens the time the contract sweeper is needed. Charlie asked why there is such a large increase in this line since 2007 and Joel replied that the Selectmen requested bi-weekly cleaning to keep the downtown area clean.
Q. Joel explained the removal of trees line reflects the project on Sheepboro Road and removal of dead trees for safety reasons.
R. The painting of lines budget line is for striping and paint materials for sidewalks and parking spaces. Joel explained he budgeted the line using a price the current contractor verbally said he could hold for next year even though he knows he has to bid like everyone else.
S. The radio repair line includes contingency funding for the replacement of a radio and $800 for cleaning and minor repairs.
T. Joel explained he spent all his 2008 encumbrance and 2009 budget line for rental mower this year. Charlie asked Joel to double check the expenditures.
U. Charlie questioned if the gasoline and diesel lines should be reduced because they look high if you look at the historical expenditures. Joel replied that Pam breaks down these lines. The Board asked Tony to check with Pam on how these lines are derived and Joel will double check his usage. Tony then added that the Town used to pre-buy in July so Pam could budget the lines but now the fuel is purchased month to month so she is budgeting on usage.
V. Charlie stated again that he does not feel the tire line is based on historical usage and Joel explained he puts in for a contingency replacement of one loader tire at $1600 and another heavy equipment tire at $700 plus the winter tires and recapping.
W. Joan asked if Joel keeps records of what repairs are being done to what vehicles and he replied yes. Joel explained that the parts and repairs line covers equipment for his department’s vehicles and Gail asked for a breakdown.
X. Joel explained the repaint trucks line covers the sandblasting and painting of two 6-wheel dump carts, one 10-wheeler and the plows and wings. Gail asked for a written breakdown of the line.
Y. Joel explained the engine oil line is for oil for all Town vehicles. Charlie asked if this line can be reduced since so much synthetic oil was purchased this year. Joel replied that he would double check the synthetic oil stock.
Z. Joan asked what the misc. line is for. Joel replied the dumpster and office supplies are paid out of this line. The Board expressed that all misc. lines should be broken out in each budget. Charlie asked what the possibility is for combining the two dumpsters the Town currently pays for. Joel replied he would check the volume for both dumpsters and check the feasibility of combining them.
AA. Joel explained his new equipment line is for a new “Flammables” storage cabinet, 2 chain saws and a generator.
BB. Joel decreased the traffic sign line in hopes the signs will not continue to be vandalized and stolen.
CC. The cleaning catch basins line is based on an hourly rate for a truck to do two cleanings a year and is based on an hourly rate increase.
DD. Joel is proposing guardrails for Chestnut Hill Road, Sheepboro Road and upper Ten Rod Road.
EE. The Highway Salt line is based on 1600 tons. A discussion was held that this year’s low bidder changed their price and the Board directed Tony to talk with them and check with Legal to see if this is okay. Joel will find out what the difference is to the next closest bidder also.
FF. The Cutting Edges line is based on estimated costs and Joel will be purchasing this year's edges by next week.
GG. Paula stated that there is still $9,142.83 left on the FEMA 2008 Ice Storm line and Joel explained this money is earmarked for the Drainage Study.
Charlie King motioned for a short recess, 2nd Paula Proulx. Motion carried at 8:50pm.
Meeting reconvened at 8:58pm.
4. Bridges/Railings Budget Proposal:
Joel explained this line includes $55,000 for completion of the Bay Road bridge engineering and general maintenance to all other Town bridges.
5. Landfill Budget Review:
A. Joel explained the personnel line is down because there is a new hire.
B. The building maintenance line is for some maintenance to the salt shed and the 3 bay building.
C. Joel will double check fuel lines with Pam.
D. The repairs and parts line is for the loader and skid steer.
E. The demolition debris line covers the yearly fee for this service.
F. Slope maintenance line is to maintain the slopes at the landfill.
G. Joel explained the preliminary engineering line if for engineer oversight for the interim transfer station and the Board agreed they want this expenditure to come out of the landfill account.
H. Joel explained that he is planning to continue to use the loader as minimally as possible to keep it running. Paula asked what Joel is thinking of replacing it with when the Interim transfer station is put in place and Joel replied a backhoe would be ideal at $50-$60,000.
I. Joel explained he also manages the River Maintenance budget line under Emergency Management which is used for maintenance per the report from the Army Corps of Engineers.
6. Driveway/Culvert Policy:
Joel provided the Board with a revised copy of the policy. Charlie commented that if Joel finds there is an issue with the policy or if someone finds a loophole then Joel should bring the policy back to the Board immediately. Gail questioned if the under “d” the words “town shall install culvert at no cost” should be eliminated to make the two sentences flow in this section. The Board agreed.
Charlie King motioned to approve the Driveway and Culvert Policy as amended, 2nd Gerry McCarthy. Motion carried.
7. Insurances:
Tony reminded the Board that in mid-October LGC released the new rates for health insurance with a 16% increase. He has put together several different options for the Board to consider but would suggest the LGC option #2 with a 250/750 deductible and increased employee contribution which would result in a $28,970 budget increase from 2009. He would also suggest the Board consider contracting a firm in the spring to re-look at the insurance options and get the best deal for the Town and its employees. Joan stated she agreed with Tony and is in favor of being proactive and seeking new quotes in the spring.
Charlie commented that he thinks the Board needs to consider keeping salaries and benefits comparable to the residents of town. Gerry stated he thinks the Board also should consider increasing the buyback. Gail stated she would not be in favor of option #2 and would be in favor of a larger deductible plan. Joan Funk motioned to move forward with LGC option #2 with increased employee contribution to 25/40/60 and with a total increase to the Town at $28,970 and the commitment to look at other health care options sooner next year, 2nd Charlie King. Motion carried with Gail Ellis opposed.
8. Administration Budget Review:
Joan Funk motioned to carry forward the administration budget review to the next meeting, 2nd Charlie King. Discussion followed in that the next meeting was scheduled for 12/7/09. Motion carried with all in favor.
9. Updates/Other:
A. Wright-Pierce – Tony informed the Board the Wright-Pierce is initiating Phase 2 for the plant and with the USRD grant the Town needs to spend their portion first. The State Revolving Fund (SRF) is not available right now so the Town is looking at a $600,000 one year bond at 2.6% from TD Bank that will carry the Town through July of next year. Tony explained the Town won’t pay back until the loan is closed in 2010 and in actuality it will be rolled in to another funding source, namely the SRF. Joan Funk motioned to authorize Tony to get the $600,000 bond from TDBank, 2nd Charlie King. Motion carried.
B. Paula asked Tony for an update on the generator for the Municipal building. Tony replied he got quotes for two generators; one 12 KW and one 15KW. Gerry will review and make recommendations for the next meeting.
C. Paula asked if Christmas decorations are being put up at the Municipal building and Tony replied that Parks and Rec are working on it.
D. Paula asked for an update on the selective cutting for Collins & Aikman and Tony explained it is for trees 10” and up.
E. Paula asked if Tony has heard any word on the CDBG grant and Tony said they are still waiting to hear.
F. Paula asked if anymore information was received on the liability for the CAP request. Tony replied that there is no increase in liability. The Board then discussed that they are not in favor of renting the upstairs space to the CAP office due to the fact that this would increase the Town’s funding to the office. Tony will notify them.
G. Paula asked Tony for an update on the Town Clock and Tony explained another electrician is looking at the lights.
H. Paula asked if the Sarah Greenfield Business Park easement was recorded yet and Tony said he would follow-up.
I. Paula reminded the Board to complete the EDC questionnaire. Charlie pointed out that Chapter 9 of the Master Plan is not available online and asked Tony to post it. Paula also stated that a “lots for sale” sign is going to be posted on Rte. 11 for the SGBP lots.
At 10:48pm, Gail Ellis motioned to go in non-public session under RSA 91A.3.II (c), 2nd Joan Funk. Roll Call – Paula Proulx (yes), Charlie King (yes), Gerry McCarthy (yes), Joan Funk (yes) and Gail Ellis (yes).
Joan Funk motioned to adjourn, 2nd Gail Ellis. Motion carried.
Meeting adjourned at 10:55pm.
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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