TOWN OF FARMINGTON
BOARD OF SELECTMEN
PUBLIC MEETING MINUTES
Monday, February 8, 2010
356 Main Street, Farmington, NH
Selectmen Present: Chairman Paula Proulx, Gerry McCarthy, Gail Ellis and Joan Funk
Selectman Absent:Charlie King
Town Staff Present: Town Administrator Tony Mincu, Director of Public Works Joel Moulton and Water/Wastewater Superintendent Dale Sprague.
Chairman Paula Proulx opened the meeting at 6:05pm.
1. Transfer Station Funding:
Joel stated there is $1,559,107.79 in the landfill closure fund as of 2/1/10. The estimated project cost for the landfill closure is $1.8 million and therefore there is a $240,892.21 deficit. He then added that $243,105.29 was put in the general fund from demolition debris collection fees so maybe some of these funds could go towards the closure. The town has the materials needed for closure except for the low-permeable soils. The cost for the materials the town has is not included in the projected costs. Joel stated that Charlie suggested another soil area to test for the low-permeable soils and noted he would be looking into those tomorrow.
Joan asked if the town crew will be able to do the work plus take care of their regular work schedule and Joel said yes as long as everything moves on schedule. Gerry asked how long the Town has to actually close the landfill. Joel replied that once we start the project it has to be completed. Gerry then asked if it can be extended for another year and Joel replied that he asked that question today and was told no, the Town already received an extension this year and the landfill has to be completely closed in 2011.
Gail commented that she is uncomfortable making any decisions based on broad estimates and would like to seek bids in order to get truer figures. Joel replied that a bid would give more definitive figures but the bid process is not scheduled until the fall of 2010. He then added that starting in 2011 all the pay per bag funds collected will be paying for the disposal of the MSW and will not be available for closure. Joan asked if Joel has looked into the cost of Waste Management doing roadside pick-up and Joel replied no but he could. Gerry commented that the Board looked into this a few years ago and the cost was high with a 5 year contract.
Joel provided the Board with three options for transfer stations. The first was at $156,084.65 that utilizes town labor and includes 2 retaining walls, a concrete slab, 6 containers, 1 compacter, safety railings, enclosure for the compactor and some paving. The second option is for $264,750.00 also utilizing town labor and includes full paving, slabs, 7 containers, 2 compactors with enclosures and safety railings. The third option is for $278,044 utilizing a sub-contractor (Cochran Environmental Services) and includes a retaining wall, slabs, paving, 6 containers, safety railings and a compactor with enclosure. The Board reviewed each of these options and the capital costs associated with them. A full break down of these options is available at the Municipal Offices.
Joel then presented the Board with the trucking costs for MSW disposal, noting that he did not go out to bid but called an independent contract for an estimate based on all MSW going to the Rochester facility. Joel noted that each MSW trip will be 12-13 tons of compacted trash and if the Town mandated recycling the MSW would be reduced and the recycling would increase by 25-30%. With everything going to Rochester the trucking fees for an independent hauler would be approximately $45,240 a year. The projected tipping fees for the facility is 125 tons at $75 per ton for $9,305 a month or $112,500 a year. Using Waste Management for trucking and disposing the total yearly fee would be $139,800 based on the same tonnage.
Joel also got the figures from Milton for single-stream recycling to the Co-op and at 50 tons a month the Town would see about $9000 yr. in revenue with the trucking at 8 hauls a month for $28,800 year. He also learned that Milton paid Waste Management $35 a ton last month for recycling and this month $27 a ton so the number can fluctuate quite a bit and does not include trucking. Joel also provided the Board with costs for trucking the MSW to different towns within a 60 mile radius and Berlin (even though it is further). Joel noted that even though Berlin is 30 miles further their tipping fees are half of those local and therefore would be cheaper.
Joan Funk left the meeting at 7:00pm with plans to return.
To try to save more money Joel provided the cost for a used roll off truck he found for $60,000 at the high end. He noted that he has people in his department that have driven these types of trucks and could train the others and therefore no additional employees would be needed if the Board decided to go this route. Gerry asked if we would be able to call around before every haul to get the lowest tipping rates and Joel said yes, but he also heard that Berlin is looking for business and might offer a great price with a contract. Gerry then stated that she spoke with a Milton Selectman and they have a clause in their Co-op contract where they can pull-out with a town vote and he would like the Town to add such a clause if decided to go with the contract.
It was noted that NH the Beautiful has a 50% grant available to purchase a compactor if it is to be used for recycling. Joel will look into this grant. Traci Cameron asked if the Town has looked into CDFA (Community Development Financial Authority) grants because this project might be eligible for funds because it would be an improvement to infrastructure. Joel replied that he was unaware of the grant but he would look into it now.
Joel informed the Board he received an email from the Co-op stating they would hold a place for the Town if the Board voted to join contingent upon a favorable town vote in March and that they would not hold the commitment if the vote failed. Gerry asked if the estimated cost of the scale at $50,000 includes installation and Joel replied yes. Gail asked for the estimated cost for design of the transfer station and Joel said it is $75-$85,000 which includes permitting. The Board was in agreement that so far they are in favor or Option 1 and Joel can move forward with design of the transfer station and landfill closure with CMA Engineers. Joel asked if the Board would consider applying all C and D revenue to the closure fund for remainder of this year and the Board replied they would review this
and discuss in the future.
Gerry McCarthy motioned to join the Co-op contingent upon a favorable vote at town meeting and inclusion of an “escape clause” (like Milton has) in the contract, 2nd Gail Ellis. Motion withdrawn to wait until Joan Funk arrives back.
Paula asked if there is still abandoned equipment in Town and Joel replied no, it was picked up last Friday. Gail then asked if Joel followed-up with the Ten Rod Road resident and Joel said he forgot but he would take care of it first thing in the morning.
2. Southeast Watershed Alliance:
Dale informed the Board that legislation moved forward to control emerging water quality issues and a watershed alliance is being formed that he feels is it important for the Town to be represented on. Gerry McCarthy motioned to allow Dale Sprague to represent the Town of Farmington on the Southeast Watershed Alliance, 2nd Gail Ellis. Motion carried.
Gerry McCarthy motioned to make Farmington a joint member of the Southeast Watershed Alliance, 2nd Gail Ellis. Motion carried.
3. Review of Warrants:
A. Article 4 – Paula asked if the $2500 is included in the part-time clerk line and Tony said yes, it was included for coverage. Gail stated that the part-time clerk (line 11) had $19,952.40 on the original sheet but now has $22,452.40 and she would suggest putting it back to the original figure. The Board agreed this was a good idea.
Joan Funk rejoined the meeting at 8:01pm.
Gail pointed out that on line 131 on page 15 the line should be $13,572 but the figure has changed several times. Tony said it looks like the numbers were transposed and he will have Pam correct it. Gail pointed out that this will also affect the FICA/benefit lines in this section.
B. Article 5 – Gail commented that at the Budget Committee meeting Rich Fowler said there is a possible Ambulance funding grant available in 2012 and questioned if the Board wanted to reduce this line. There is currently $98,616.12 in the Emergency Motorized Medical Equipment Capital Reserve Fund. Gerry commented that there is so much in the fund now that the Town is probably not eligible for any grants so we should probably leave the funding where it is so we don’t fall behind. The Board agreed to leave it as funded.
C. Article 6 - The Board agreed this was okay as written.
D. Article 7 - The Board agreed this was acceptable as written.
E. Article 8 – It was noted there is $60,431.52 in this account now and the next purchase is for a rescue/pumper. Also, Rich did just put in a grant application for this purchase. The Board agreed the article was okay as written.
F. Article 9 and 10 - The Board agreed both of these articles were okay as written.
G. Article 11 – Gerry asked if Joel has purchased the chipper yet and Joel said no, it is still available the Board hasn’t made a decision to purchase yet. Also, the loader is past due for replacement. The Board agreed this article was acceptable as written.
H. Article 12 – Paula asked if the total of $550,000 should be noted because we haven’t spent the total $110,000 yet and Tony said he checked with DRA and this wording is their recommendation. The Board agreed the article could move forward as written.
I. Article 13 and 14 – Paula asked if this article is just for closure and Joel replied it is for closure and construction of a transfer station. It was discussed that the wording should be changed to read “for the purpose of closing a portion of the Town’s landfill and construction of a transfer station.” Joan asked why this article would leave money in the account and Joel said the remaining funds would be used to complete the closure work in 2011.
Paula asked if they name the fund in Article 14 a Special Revenue Fund would they then have to wait until another town meeting to expend the funds and is this the most effective method. Tony replied, yes, it would require a town meeting to expend. Paula noted that if the funds were applied to a revolving fund then Pam could keep a record of account. The Board was in agreement to delete Articles 13 and 14 and make one new article to discontinue the SRF and put the balance in a Capital Reserve Fund with the Selectmen being the agents to expend. Gerry asked if it would be better to have a revolving fund for the waste disposal and Tony said he would look into see if this was possible.
J. Articles 15 through 19 – The Board was in agreement all these articles could move forward as written. A public hearing for all the warrant articles will be scheduled for 2/22/10.
4. Other:
A. Gerry McCarthy motioned to join the Co-op contingent upon a favorable town vote and a contract satisfactory to the Board, 2nd Gail Ellis. Discussion followed in which the Board discussed they would want an escape clause included in the contract. Motion carried with all in favor. A warrant article will need to be created to join the co-op.
B. Gerry informed the Board that he was approached to have the Town donate $500 towards a one-time scholarship in the name of Mr. Decoteau, a soldier who recently died in the line of duty and whose father was once a Farmington Selectman. Joan Funk motioned to establish a scholarship fund in the amount of $500 to be matched by the Town of Warren and make the Decoteau family agents to award to a high school senior from the community of their choice who is continuing their education, 2nd Gerry McCarthy. Motion carried with all in favor.
C. Gerry noted that there has been a lot of work being done in the Municipal Offices and though it looks really good he would like to have known about the work prior to its commencement.
At 9:05pm, Joan Funk motioned to go in non-public session under RSA 91A.3.II (c), 2nd Gail Ellis. Roll Call – Paula Proulx (yes), Joan Funk (yes), Gerry McCarthy (yes), and Gail Ellis (yes).
Joan Funk motioned to adjourn, 2nd Gail Ellis. Motion carried. Meeting adjourned at 9:37pm.
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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