TOWN OF FARMINGTON
BOARD OF SELECTMEN
PUBLIC MEETING MINUTES
Monday, June 7, 2010
356 Main Street, Farmington, NH
Selectmen Members Present: Paula Proulx, GerryMcCarthy, CharlieKing, GailEllis and Joan Funk.
Town Staff Present: Public Works Director Joel Moulton, Planning Director Kathy Menici and Parks & Rec Director Rick Conway.
Public Present: Rick Gladding
Chairman Proulx called the meeting to order at 5:36 pm.
Joan Funk motioned to go in non-public under RSA91A.3.II (c), 2nd Gail Ellis. Roll Call – Paula Proulx (yes), Gerry McCarthy (yes), Gail Ellis (yes), Charlie King (yes), and Joan Funk (yes).
The Board came back into public session at 6:18pm.
1. Public Comment:
A. Rick Gladding, President of the Fireman’s Association, informed the Board that the Association recently donated a set of turn out gear to the Fire Department (valued at about $1300) and also $1000 to the Rec. department for the Hay Day fireworks.
2. Review of Minutes:
- Joan Funk motioned to approve the minutes of 5-10-10 as amended, 2nd Gail Ellis. Motion carried with all in favor.
- Joan Funk motioned to approve the minutes of 5-12-10 as amended, 2nd Gail Ellis. Motion carried with all in favor.
- Joan Funk motioned to approve the minutes of 5-17-10 as amended, 2nd Charlie King. Motion carried with all in favor.
- Charlie King motioned to approve the minutes of 5-24-10 as amended, 2nd Gail Ellis. Motion carried with all in favor.
3. Parks & Rec Department:
Rick explained that he contacted all the possible playground equipment companies with the picture of equipment he would like them to bid on. He received two quotes;
WillyGoat.com $11,545.00
Qitele Playgrounds $15,746.00
Joan Funk motioned to purchase the playground equipment from the low bidder, 2nd Charlie King. Motion carried with all in favor.
Rick then reminded the Board that he would also require bark mulch for the playground and referred them to the quotes he provided the Board on May 24, 2010.
Gail Ellis motioned to purchase the 4” of organic mulch from Barron Brothers for $440, 2nd Charlie King. Motion carried with all in favor.
Joan Funk motioned to allow the $11,985 to come from the interest of the J.E. Thayer Fund and the Behulah L. Thayer Fund for the playground and the bark mulch, 2nd Gail Ellis. Motion carried with all in favor.
Rick then informed the Board that he met with Gerry last week at Fernald Park to review the electrical issues and then met with an electrician today on the same issues. He would like to explore installing some type of cage over the outlets to protect them and possible safety lighting to replace the current broken lights.
3. Public Works Department:
A. Retaining Wall RFP - Joel informed the Board that he did get the clarification from RW Frizzell Foundation Inc. for the retaining walls as requested by the Board. The breakdown is as follows;
North Wall $26,113.83
South Wall $32,399.20
Total Costs $58,513.03
Slab on-grade costs $13,075.50
Grade Total $71,588.53
Charlie stated he is concerned with adjusting any decisions at this point because it was discussed at a public meeting. However, the numbers provided for Section #2 have changed substantially upon verification in writing by the company and this vote should probably be reconsidered.
Gail Ellis motioned to reconsider the bid award for the Section 2 – South Wall Section because the Board received a clarified bid, 2nd Charlie King. Motion carried with all in favor.
Gail Ellis motioned to award the bid for Section 2- South Wall Section to Matrix Concrete at $36,430.00, 2nd Gerry McCarthy. Discussion followed where Charlie asked if this figure is backed up in writing by the company and Joel replied yes. Motion carried with all in favor.
B. Trash Bag Label RFP – Joel solicited proposals for the trash bag labels, they are as follows;
Walnut Printing Specialist, Inc. $5,150
Allegra Printing & Imaging no bid submitted
Independent Color Press $8,854
TKO Printing & Sign Co. no bid submitted.
C & K Printing no bid submitted
Joan Funk motioned to award the bid to the low bidder for the trash bag label at $5,150, 2nd Charlie King. Motion carried with all in favor.
C. Campbell Commons Drainage – Joel forwarded the Board a memo in regards to the drainage at Campbell Commons. He had to complete the catch basin cleaning for a total cost of $548.00. Joan asked if Joel should have checked with the Board before undertaking this work and Joel said he felt it was a safety issue and after the previous discussions with town counsel he felt he needed to move forward with the work. Gail commented that she felt the responsible party should have been notified prior to commencing the work. Charlie added that this information should be forwarded to Kathy Menici so she can contact the appropriate parties for reimbursement to the Town.
D. Vacation Time – Joel asked the Board if they have had time to consider his request regarding his vacation time. The Board replied that they feel Joel is entitled to his vacation time and should take the much needed break. Joel should also be working to train a designated person to be in charge while he is on vacation. Gerry commented that he does not feel Joel should lose any of his vacation hours either and the Board agreed.
E. Roll Off Truck – Joel informed the Board that he was approached by the Milton Public Works Director to purchase their used roll-off truck for the transfer station. The truck is a 1987 Mack RD Model with 18,000lb front axle and 58,000lb. combine rear axles. The truck currently has 209,293 miles on it. Joel and the town mechanic went up to look at the truck and feel it will need $3000 in miscellaneous cost (ie. Body work, misc. lighting, complete service, etc.) Milton would be interested in exchanging the truck for some striping.
Joan asked if the cost to the co-op is buy the amount and Joel replied no, the more we send the more we get back in revenue. Joan then followed up by stating it would probably be beneficial to encourage the schools to participate and Joel replied it absolutely would and the schools should definitely encourage recycling.
Charlie asked Joel if Pat Smith from Milton, clarified on how much they save in trucking by having their own roll-off truck. Joel replied that Pat said they saved about a quarter of a million dollars which is why they were able to purchase their new truck. Charlie is concerned that buy acquiring this or any other truck we might be acquiring more costs in truck repairs, replacements trucking so the Board can make an informed decision in the future.
F. Joan Funk motioned to authorize Paula Proulx to sign the manifest for Northeast Scale at $16,005.50 which is a partial payment prior to shipping in order to save the $3500 in shipping costs, 2nd Gail Ellis. Motion carried with all in favor.
G. Street Signs – Joel provided the Board with a memo regarding the amount of stolen street signs in town. The recently replaced (March 2010) Poor Farm Road sign was stolen for the fourth time in a year, as well as, Pound Road (3 times), Mechanic Street, Hickory Court, Gregoire Drive, Pigeon Drive (3 times) and Blueberry Drive (3 times) and these are just the recent stolen signs. Joel is going to contact the police department to see what they can do for awareness and the Board asked Robert Hall to run an announcement on the local television channel requesting any information.
4. CDBG:Adopt Code of Ethics/ Financial Management Plan:
For the recently awarded CDBG grant the town is required to sign and adopt the Code of Ethics and the Financial management plan.
Charlie King motioned for the Town to adopt and sign the Code of Ethics required for the CDBG grant, 2nd Gail Ellis. Motion carried with all in favor.
Charlie King motioned for the Town to approve the Financial Management Plan for the CDBG grant, 2nd Gail Ellis. Motion carried with all in favor.
Charlie King motioned to have section one of the Authorization to Submit Payment Requests for the CDBG grant be co-signed by the Town Administrator, the Chairman of the Board, the Vice-Chairman of the Board and Kathy Menici, 2nd Gail Ellis. Motion carried with all in favor.
Charlie King motioned to authorize Paula Proulx, as Chair, to sign the Authorization to Submit Payment Requests where it says she certifies that the above signatures are of the authorized individuals for payment of the CDBG grant, 2nd Gail Ellis. Motion carried with all in favor.
5. Resolution for USDA:
Paula informed the Board that the loan resolution for the wastewater treatment facility needs to be approved and signed by the Board.
Joan Funk motioned to authorize Paula Proulx as the Chair to sign the USDA loan resolution, 2nd Gerry McCarthy. Motion carried with all in favor.
6. Application to the Conservation Commission:
Gerry McCarthy motioned to appoint Arthur LeClair to the Conservation Commission for one year, 2nd Joan Funk. Motion carried with all in favor.
7. Facilites Use Request:
Joan Funk motioned to approve the facilities use for Bobbie Stormann to hold a yard sale to benefit the Autism Eduction Fund, 2nd Gerry McCarthy. Motion carried with all in favor.
8. Other:
A. Charlie asked Paula to check with Tony to see if the letter went out to the insurance company to get the information he previously requested regarding Delta Dental.
B. Gail asked why there is no usage on the second ambulance fuel key and the engine 4 fuel key. Paula will forward the question.
C. Gail asked if any information has come back in regards to WEDCO and Paula said yes, they are scheduled to come in on 6-21-10.
D. Gerry McCarthy motioned to appoint Joanne Shompe to the Zoning Board of Adjustment for a three year term, 2nd Joan Funk. Motion carried with all in favor.
E. Gerry McCarthy motioned to appoint Richard Fowler as the representative to the VNA Board of Directors as he volunteered to do so, 2nd Joan Funk. Discussion followed where a few members questioned if he will have the time and the Board was in agreement that he would not have volunteered if he did not feel he could make the commitment. Also, he can inform the Board at any time that he does not wish to continue the appointment. Gail commented that she does not want this appointment to take away from the 40 hours he is supposed to be working for the town. Motion carried with all in favor.
F. Paula informed the Board that the US Census Bureau forwarded a thank you for our participation.
G. Paula informed the Board that she spoke with Kathy Menici in regards to participating in the Spring Real Estate Tour and she said she wouldn’t mind doing it but would like a little more information in regards to the Route 11 properties. Paula thought maybe Kathy could speak with Tony in regards to this and the Board agreed this would be a good idea.
At 8:18pm, Charlie King motioned to go in non-public session under RSA 91A.3.II (a) and (c), 2nd Gail Ellis. Roll Call – Paula Proulx (yes), Gerry McCarthy (yes), Gail Ellis (yes), Charlie King (yes) and Joan Funk (yes).
At 9:38pm, Gerry McCarthy motioned to adjourn, 2nd Gail Ellis. Motion carried with all in favor.
Respectfully Submitted,
Brandy Sanger
Recording Secretary
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Chairman Paula Proulx Vice-Chairman, Gail Ellis
_________________________________ ______________________________
Joan A. Funk Gerald McCarthy
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Charlie King
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