TOWN OF FARMINGTON
BOARD OF SELECTMEN
PUBLIC MEETING MINUTES
Monday, April 19, 2010
356 Main Street, Farmington, NH
Selectmen Present: Chairman Paula Proulx, Gerry McCarthy, Gail Ellis, Joan Funk and Charlie King.
Town Staff Present: Town Administrator Tony Mincu and Public Works Director Joel Moulton
Paula Proulx opened the meeting at 6:09pm.
1. Public Comment:
None
2. Review of Minutes:
A. Charlie King motioned to accept the public minutes of April 5, 2010 as amended, 2nd Gail Ellis. Discussion followed that the four day work week should start in April so Joel’s memo should be attached. Motion carried with Joan Funk abstaining because she was absent from the meeting.
B. Charlie King motioned to accept the non-public minutes of April 5, 2010 as amended, 2nd Gail Ellis. Motion carried with Joan Funk abstaining because she was absent.
C. Charlie King motioned to accept the public minutes of April 12, 2010 as amended, 2nd Gail Ellis. Motion carried with Joan Funk abstaining because she was absent.
D. Charlie King motioned to accept the non-public minutes of April 12, 2010 as amended, 2nd Gail Ellis. Motion carried with Joan Funk abstaining because she was absent.
3. Public Works Department:
A. Paving Bids: Joel received the following paving bids;
Contractor Road Repair Road Repair Handwork 1000’Roadway Transfer
(full depth) (shim/overlay) (full depth) Station
Durell Paving $21.25 sq/yd $6.00sq/yd $22.50 sq/yd $22,500 $49,000
R.D. Torno $22.60 sq/yd $11.15 sq/yd $36.65 sq/yd $28,542 $51,600
R & D Paving $33.00 sq/yd $15.00 sq/yd $20.80sq/yd $18,946.80 $46,512
Boulanger Paving $22.00 sq/yd $12.00 sq/yd $30.97 sq/yd $21,065 $60,023
Advanced Exc. $85.00/ton no price $125.00 ton $85.00/ton $75.00/ton
& Paving
The paving projects for the year are anticipated to be performed on sections of roadways, cross trenches, 1000 ft. of roadway, 1000 ft. of sidewalk repair and a parking area at the transfer station for drainage improvements. Charlie asked if the 1000 feet of roadway is for a specific project and Joel said yes, it is earmarked for River Road. Charlie then asked if these proposals are all or nothing or can they be broken up and Joel replied they can be split up. Gerry asked what is required for full depth road repair and Joel explained it is 2” binder and 2” shim overlay. Charlie then noted that the last bidder quoted different payment terms and suggested that Joel include the Town’s standard payment terms in future Request for Proposals (RFPs).
Charlie King moved to award the road repair – full repair and shim/overlay and handwork – full depth to Durell Paving, 2nd Gail Ellis. Motion carried with all in favor.
Charlie King motioned to award the 1000’ roadway and transfer station paving to R & D Paving if the work is approved to be done this year, 2nd Gail Ellis. Discussion followed in which Paula asked if the Town has worked with this candidate before and Joel replied no. Motion carried with all in favor.
B. Street Sweeping Bids: Joel explained that he only received one bid for the street sweeping for the 2010 season from Granite State Sweeping of Portsmouth, NH for $100 per hour. Granite State Sweeping has performed street sweeping in years past and Joel’s guys do clean-up the bulk before the sweeper comes in.
Gerry McCarthy motioned to approve Granite State Sweeping for $100/hr for spring clean-up, 2nd Charlie King. Motion carried with all in favor. Gail then asked Joel to look into the cost of a street sweeper.
C. Catch Basin Cleaning Bids: Joel explained that the basin cleaning is performed in the spring and fall with the intent of maintaining the integrity of the existing closed drainage system. The results of the RFP are as follows;
Bellemore Catch Basin Maintenance $120.00/HR
Hartigan Company $125.00/HR
New England Basin Cleaners, LLC $130.00/HR
P & H Senesac $195.00/HR
Paula asked if the Town has worked with these companies in the past and Joel replied the Town has worked with the last three bidders and Dale Sprague just worked with Hartigan Company and highly recommends them.
Gerry McCarthy motioned to award the bid to Hartigan Company at $125/HR, 2nd Charlie King. Discussion followed in which Gerry stated it is worth the extra $5/HR to work with a company the town has had success with. Motion carried with all in favor.
D. Stump Grinding – Joel presented the Board with RFPs for stump grinding along the levee. The contractor will be utilized to remove the stumps which remain as a result of the tree removal performed within the Town’s right-of-way of maintenance. By utilizing a stump grinder to remove the stumps minimizes the amount of repair area and destruction to the levee. The results of the RFP are as follows:
Urban Tree Service $850.00/Day
Jungle Jims $700.00/Day
DJ’s Tree Service & Logging $350.00/Day
Top Notch Tree Service contacted, no response
Charlie asked why the project was not bided on a total project basis instead of on a daily basis. Joel explained that all the contractors said it would take 5-7 days to complete the project and he requested a daily rate so that he had control over the budget line and could cut some of the scope if the project exceeded the funding. All companies have comparable equipment.
Gerry McCarthy motioned to award the stump grinding bid to DJ’s Tree Service and Logging at $350.00/Day, 2nd Gail Ellis. Charlie King offered a friendly amendment that the project not exceeds seven days and Gerry McCarthy and Gail Ellis both accepted the amendment. Motion carried with all in favor.
E. Part-Time Help for Landfill – Joel reminded the Board that the State of New Hampshire has supplied the Town with a (free) temporary employee under its work training program for approximately one year. As of May 9, 2010 the State will no longer be allowing the person to work for the Town under this program. Joel inquired if the Board is interested in hiring him for the part-time position he has available at the Landfill that has been budgeted for in this year’s budget. Gerry commented that the individual has done a good job for over a year now and he would be amendable to offer the position to him. Charlie questioned if the Town could get another person from the State to fill the position for free again and Joel said he could inquire.
Joan asked if the position should be filled with the economy the way it is. Paula responded that we have had three people at the landfill for several years now and the 20 hour position was funded in the budget (so it was considered) and she is unsure the landfill can operate with two people. The Board was in agreement that Joel should check with the State and if a person is not available through the program then the position should be posted and the individual can apply.
F. Paving Projects Summary – Joel provided the Board with an anticipated list of paving roadway repairs. Paula asked Joel if he gave any thought to the cost associated with the projects and Joel replied yes, they are all items he feels are necessary and that were included in his budget this year. Joel added that the cost of the Sheepboro Road widening project is $5,800.00 and the River Road paving is budgeted at $18,946.80. Charlie commented that he remembered discussing the Sheepboro Road widening during the budget discussions but he thought the consensus was to install signage and not actually widen the road this year. Also, the Board decided to cut the Ten Rod Road paving by half and he did not see this reflected in the project outline. Joel stated that the chip sealing is
included separately and not in this lump sum amount. Charlie asked what the total dollar amount for this category is and Joel replied there is approximately $70,000. Charlie suggested doing the roads that are in the worst shape and then see where we are monetarily, because it might be only $5-6,000 that needs to be withdrawn from the Capital Reserve Fund. Joan added that the Board told the residents of River Road that there road would be repaved this year so that is a priority.
G. Free Demo Day at Landfill – The Board agreed this is a good idea again this spring and told Joel to go ahead and schedule it. Joel said he will pick a Saturday in May and post the date in several places in town.
H. Dozer Track Repair – Joel presented the Board with price quotes for the repair or replacement of the track assembly for the CAT D4B Bulldozer. Pricing was requested based on turning/repositioning of the pins and bushings, turning/repositioning of pins and bushings with pad replacements, or a full track replacement. Price quotes received are as follows;
Vendor Turning Turning/Replace Replace
Jordan Equipment $1627.68 $3129.60 no price
Milton CAT $1173.28 $2497.14 $5028.68
Chadwick-BaRoss not recommended not recommended $3701.84
Joel stated that it is his opinion and the town mechanic’s that full replacement of the track assembly is the best value for the dollar with the intended use, need and ownership of the bulldozer. Charlie asked what year the dozer is and Joel replied it is a 1988 or 1989 and has 6-800 hours on it. Charlie then asked what mechanical issues it has and Joel replied none, it was rebuilt when he came to work for the town and the track needs to be replaced because it has been used at the landfill. Charlie followed up by asking if the pads need to be replaced and Joel said he priced it with total replacement but he could reuse the pads.
Charlie King motioned to go with Chadwick-BaRoss for the dozer track replacement with the cost not to exceed $3701.84 and Joel trying to reduce that amount by the cost of the pads, 2nd Gail Ellis. Motion carried with all in favor.
I. 500 Boys and Girls Club Request – Joel informed the Board that the 500 requested to do tagging at the landfill again this year. It was noted that the 500 will provide supervision. Gerry McCarthy motioned to allow the 500 Boys and Girls Club to tag at the landfill, 2nd Gail Ellis. Motion carried with all in favor.
Joel explained they would also like to know if the Public Works Department can york rake the parking lot on Pleasant Street for them and the project will take approximately one hour. Gerry McCarthy motioned to allow the Public Works Department to york rake the Pleasant Street 500 Boys and Girls Club parking lot, 2nd Charlie King. Motion carried with all in favor.
J. Levee Update – Joel suggested sending a copy of the levee survey and the mandate from the Army Corps for levee maintenance to the landowners along the levee so that they will be continually aware of what is happening. He noted that the Senator’s office was contacted by residents with concerns and this may help deter those types of calls. The Board agreed this would be a good idea.
K. Other – Joel informed the Board that he had an inquiry to see if the Town would like to sell the 1-Ton dump cart. The condition of the cart is fair and the Town has no use for it. Joel added that he also has a 6-wheel dump cart, ladder truck and possibly a code enforcement car sitting idle with no use. Gerry asked for an update on the Pumper truck and Joel explained it is at the Fire Department so the Board would need to talk to Rick about its use. Joel then stated that he is still looking at avenues for the ladder truck and the Board asked Joel to speak with Rich about it. Gerry then added that the Town is going to have to come up with a home for the antique fire trucks as well and Joel replied that they could go in the pole barn if it was enclosed.
4. Appointment to Cocheco River Advisory Committee:
Gerry McCarthy motioned to appoint Paul Parker to the Cocheco River Local Advisory Committee as recommended by the Planning Board, 2nd Gail Ellis. Motion carried with all in favor.
5. Carwash Approval:
Paula reminded the Board that the signing of this facilities use request is just a formality because the Board approved it via the telephone last week.
Gerry McCarthy motioned to approve the use of the Municipal Building Parking lot for April 17, 2010 for American Cancer Society Relay for Life carwash, 2nd Gail Ellis. Motion carried with all in favor.
At 7:39pm, Paula Proulx motioned for a short recess, 2nd Charlie King. Motion carried with all in favor.
6. Workshop for Policies:
Paula asked the Board how they would like to proceed with workshop meetings. Joan stated she thought Legal was going to provide the Board with some language for some policies that the Town does not already have as a result of the discussion the Board had with him. The Board agreed that they need to have a discussion where their priorities lie first. Charlie suggested the Board concentrate on reviewing the pay scale, the employee handbook, the town overall policy, a comp. time policy and the police policies. The Board was in agreement to work on the town policy handbook and the pay scale first and to schedule the first workshop for May 17, 2010. Tony will make sure the Board has copies of the pay scale packet that was put together previously. Tony will also draft a comp time policy
for this workshop for the Board to review. Joan asked if the Board is going to have an employee committee to review the employee handbook so that they have some input and the Board agreed to wait to see if there are any substantial changes they would like to make before forming a committee.
7. Other:
A. Charlie asked Tony to get an update from the Fire Chief on how he is using the Pumper truck in the fleet. Tony replied that Rich is scheduled to come before the Board on April 26 for other issues so this can be discussed then. Charlie noted that maybe some modifications can be made to Engine 2 so that it can be a first responder.
At 8:04pm, Gerry McCarthy motioned to go in non-public under RSA 91A.3.II (c), 2nd Gail Ellis. Roll Call – Paula Proulx (yes), Gerry McCarthy (yes), Charlie King (yes), Gail Ellis (yes) and Joan Funk (yes).
The Board came back into public session.
At 10:07pm, Gail Ellis motioned to adjourn, 2nd Gerry McCarthy. Motion carried with all in favor.
Respectfully Submitted,
Brandy Sanger
Recording Secretary
__________________________ _________________________
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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