TOWN OF FARMINGTON
BOARD OF SELECTMEN
PUBLIC MEETING MINUTES
Monday, June 28, 2010
356 Main Street, Farmington, NH
Selectmen Members Present: Paula Proulx, Gerry McCarthy, Charlie King, Gail Ellis and Joan Funk.
Town Staff Present: Interim Town Administrator Alan Gould, Recreation Director Rick Conway
and Public Works Director Joel Moulton
Public Present: Neil Johnson, Jim Shannon and Bill Spears
Chairman Proulx called the meeting to order at 5:07pm.
Gerry McCarthy motioned to go in non-public under RSA91A.3.lI. (b), 2nd Joan Funk. Roll call – Paula Proulx (yes), Gail Ellis (yes), Charlie King (yes), Gerry McCarthy (yes) and Joan Funk (yes).
The Board came back into public session at 6:21pm. Paula announced that the minutes from the non-public meeting the Board just had are sealed.
- Public Hearing for the Acceptance of Unanticipated FEMA Revenue for 2010 Wind Storm:
Paula explained this public hearing is to accept the unanticipated FEMA reimbursement in the amount of $38,057.96 for the emergency response to the March wind storm event. This is the first installment and the balance is expected after July 1, 2010. Paula opened the public hearing to the public and there were no comments. Gail asked if the funds will go into the general fund or if they need to be allocated and Paula explained that tonight’s hearing is just to accept the funds and the Board can decide where they want the funds to go after that. Joan questioned if a copy of the application that went to FEMA with the estimates is in the municipal offices and Joel replied he believes so, but he would double check in the morning.
Alan explained that this money is to reimburse the town for overtime, machine use and emergency materials that were used. Joel explained that FEMA likes to see the funds be used for improvements to the Town. Gerry stated that he wants to make sure the money that was spent out of the highway department should be replenished because those lines were budgeted for certain items. Alan asked if police and fire were involved in this FEMA request and Joel said he asked them for the paperwork and they chose not forward any paperwork.
Public Hearing closed at 6:31pm.
Joan Funk motioned to accept the Unanticipated FEMA revenue in the amount of $38,057.96, 2nd Charlie King. Motion carried with all in favor.
- Bill Spears explained the work on the gazebo has been completed though he would suggest applying another coat of varnish to the ceiling of the gazebo. The materials were donated by Barry Elliot and he also donated a day’s worth of work. He has also been working on the front entrance to the Municipal Building and found the work needed is not as much as he initially expected and feels the total material cost is approximately $70. He would like to check the paint to make sure it is not lead based paint. Charlie asked what would be involved in the testing and Mr. Spears replied that he would only check the paint that is exposed and peeling. The Board directed Mr. Spears to speak with Alan Gould in the future for decisions on the repairs.
- Attorney Jim Shannon expressed that he has a client that is exasperated with not being able to get his approval for a driveway permit. They requested the approval on May 20 and again on May 25. On June 15th they spoke with Joel and Joel gave them an item that needed to be addressed before the driveway could be approved. Mr. Shannon stated that his client made repairs as requested by Joel and is waiting for Joel to revisit the site for approval again. Joel explained that there was a wetlands violation in that the culvert they installed disrupted the flow and this needs to be corrected with NHDES before the final approval. Alan suggested that Mr. Shannon have his client contact the Town tomorrow morning and schedule a visit for tomorrow
to document what additional work, if any, needs to be completed before driveway permit approval.
- Joan Funk motioned to have the Board send a thank you note to Mr. and Mrs. Barry Elliot and Ardys Elliot for donating the materials for the gazebo repairs, 2nd Charlie King. Motion carried with all in favor.
- Brandy informed the Board that she reviewed the video of the 6-7-10 minutes and the suggested changes to the section on Joel’s vacation hours were not correct because they were not stated in the meeting. The Board was in agreement to leave the minutes as previously written.
- Joan Funk motioned to accept the minutes of 6-18-10 as amended, 2nd Charlie King. Discussion was held on the corrections that should be made and Gail questioned if the Board intended to have 5 years of municipal experience for the Town administrators. A brief discussion was held on this and it was noted that the minutes are reflected correctly however Alan suggested adding the caveat to the job description that a combination of relevant education and experience would be considered. Motion carried with all in favor.
- Charlie King motioned to table the non-public minutes of 6-18-10 until later in the meeting, 2nd Joan Funk. Motion carried with all in favor.
- Joan Funk motioned to accept the public minutes of 6-21-10 as amended, 2nd Charlie King. Motion carried with all in favor.
- Joan Funk motioned to accept the non-public minutes of 6-21-10 part A as amended , 2nd Charlie King. Motion carried with all in favor.
- Joan Funk motioned to table the non-public minutes of 6-21-10 part B until later in the meeting, 2nd Charlie King. Motion carried with all in favor.
- Fireworks – Rick informed the Board that American Thunder Fireworks Inc. was the only company to submit a proposal for the Hay Day Fireworks. Their display will include approximately 400, 3-6” manually fired shells lasting 20-30 minutes. Paula asked if his budget line is $4500 and Rick replied yes, he has $3500 in the budget line and $1000 was donated by the Fireman’s Association. Joan asked what happened to the donations received from private citizens and Rick explained that he received $100 from one citizen and $330 from donations accepted at BINGO. He deposited these funds into the Hay Day account. The Board discussed that the donations need to be utilized for the Hay Day fireworks and Rick replied he will make sure these funds are applied
to the fireworks purchase.
Joan Funk motioned to accept the proposal from American Thunder Fireworks Inc to not exceed $4500, 2nd Gerry McCarthy. Motion carried with all in favor.
- Boiler Repairs – Rick explained he received a bill from Ted Kamaris Dependable Heating for the repair of the back section of the boiler in the Recreation Department. The total for parts and labor is $1468.54 and he would like to pay this bill out of the Public Building Maintenance Capital Improvement Fund. Rick also received a proposal from Ted Kamaris for recommended repairs to the condensate return lines for the Recreation Department Boiler. The total cost of this job would be $1800, requiring a deposit of 50% upon acceptance of the proposal and the remaining balance due upon completion of the job.
Gerry asked if the boiler has ever been turned on since it was repaired and Rick replied no, because Ted Kamaris recommend not turning it on until the return lines are repaired. Gerry questioned why the Town would pay the bill without testing the work and Rick replied the work cannot be tested until phase 2 repairs are completed but that the town has a long standing relationship with Mr. Kamaris and he would still be responsible for the repairs once the second phase of work is completed.
Charlie King motioned to approve the payment of $1468.54 to Ted Kamaris Dependable Heating, 2ND Joan Funk. Discussion was held where Gerry asked Rich to find out what the credit amount was for the warranted item and Rick said he will ask Mr. Kameris. Gail asked if there is any way to recoup the cost of these repairs through the insurance company. Alan said that he could check with PRIMEX but the Board agreed that since the deductible is $1000 per occurrence it would not be beneficial to put this forth as a claim. Gerry asked for an explanation of the warranty and how it was applied. Motion carried with all in favor.
Rick then reminded the Board that he would like the funds for these boiler repairs to come from the Public Building Maintenance Capital Fund so that he has his budget line to complete the repairs in the Town Hall.
Joan Funk motioned to have the $1468.54 payment to Ted Kamaris come from the Public Buildings Maintenance Capital Reserve Fund, 2nd Gerry McCarthy. Motion carried with all in favor.
Gail asked what Rick has planned for maintenance to the Town Hall and Rick explained he needs to install partitions in the bathrooms and he also has a lot of painting to complete. Rick then explained that many repairs have been made to the CAP office this year (boiler, roof, handicapped ramp) and all of these repairs totaling $1,997.06 have been charged to the Community Center Repairs/Maintenance account (01-4194-10-430). It was noted that these funds should have come out of the Capital Reserve Public Building Maintenance Fund and Pam recommended transferring the funds.
Joan Funk motioned to transfer the $1,997.06 in CAP building repairs from the Public Buildings Maintenance Capital Reserve Fund, 2nd Gerry McCarthy. Motion carried with all in favor.
- Other – Gerry informed Rick that a lot of the missing pipes for the Fernald Park fence are down in the river behind the park. Rick replied that he will go down and pick them up and that he is working on getting them installed.
- Department of Public Works Department:
- Striping – Joel explained that he did as the Board requested and checked the roads. He created a reduced striping list for what he feels is necessary for safety reasons and the total cost for this work is $13,210.40. Charlie noted that he would like to stay on budget and the Board approved $10,000 for striping. Paula asked what is remaining in the striping line and Joan said there is $8,402.31. Paula then asked what Joel’s top priorities are if he had to stay on budget. Joel replied that Hornetown Road, Chestnut Hill Road, Spring Street (because of the school) and Meeting House Hill Road are his top priorities.
Joan Funk motioned to keep the striping within the budget, 2nd Charlie King. Discussion followed where Paula told Joel to focus on the priorities. Motion carried with all in favor.
- Culvert Pipe Purchase – Joel presented the Board with pricing quotes for various diameters and quantities of HDPE plastic pipe and 28’ x 20” 16 gauge aluminum oxide culvert to be utilized for drainage improvements throughout the Town during the 2010 construction season. Quotes were based on a per foot cost. The results were as follows;
Barron Brothers, Inc. $16,455.00
Eliminator Inc. $15, 635.00
Charlie asked if the bids were posted according to the town purchasing policy and posted on the web and Joel replied yes, he believes so, though he didn’t follow up to make sure it was posted on the website.
Charlie King motioned to purchase the culvert pipe from Eliminator, Inc. based on them being the low bidder, 2nd Gail Ellis. Motion carried with all in favor.
- Scale House Trailer – Joel informed the Board that he performed research to find an applicable 24 x 8 mobile office trailer to be utilized for a scale house and employee building facility at the new Transfer Station Facility. The following figures were presented;
Unit #1 $4,800.00
Unit #2 $4,450.00
William Scottsman $5,957.11
Joel explained that he is looking to have the electrical power come into the trailer from the pole and then disperse the power to the other items from there and therefore would like the Board to consider this purchase at this time. Charlie asked if there is going to be a disconnect outside the trailer and Joel replied yes, the power will have “temporary” permanent placing on the trailer. Charlie asked if there will be any other facilities on premises and Joel replied no. Joan asked what the current cost of the port-o-potty rental is and Joel replied it is $55 a month. Gail then asked how the project budget is looking thus far and Joel replied the Town is on track. Gail asked for a current print out of the itemized
budget. Joel replied that he will forward a copy of the budget and the expected costs for the remainder of the project including the electrician’s estimate.
- Grader Repairs – Joel informed the Board that he put the Grader in service as the Board suggested and the gears broke. He had the pump inspected and it cannot be repaired. Charlie asked if the pump issues could be related to the previous warranty issues and Joel replied that he did not think so. Joel estimated the cost to be repairs.
At 8:03pm, Charlie King motioned for a short recess, 2nd Paula Proulx. Motion carried with all in favor.
At 8:08pm the Board reconvened.
- Paula reminded the Board that the Town Administrator (TA) job description needs to be finalized so it is available to prospective candidates. The Board discussed that another change is needed under Knowledge and Experience #1 to add the caveat to the end that “a combination of education and relevant experience will be considered.
- Paula informed the Board that a letter was received from Kimberly Durgin of NHDES, in regards to the groundwater quality bi-annual inspection. Alan stated that he did review the letter and he was going to review it with Joel as the Department Head, though many of the comments are for the next inspection.
- Gerry reminded the Board that they need to get working on the wage scale so it is complete before the budget season and also the Board needs to work on creating the policy for the PD vehicle and equipment arrangement. Joan added that the insurance policy also needs to be looked at. Gail then stated that the Board is still awaiting a list of the insured items that was requested months ago.
- Alan asked the Board what role they would like him to play in the hiring process for the TA position and that he noticed the Town is missing a few high risk/high liability policies, such as an investment policy, JLMC (safety) committee policy. Charlie asked what an investment policy is and Alan explained that all town’s should have one because it depicts how the town disperses accounts and such. Charlie stated that the cell phone policy should also be reviewed because the cell phone records should be available under the Right to Know Act. Alan replied that if a phone is issued by the Town then it is considered town property and there would be no expectation of privacy.
- Alan informed the Board that a request for a Veteran Tax Credit was received in Bonnie’s office and the candidate meets all the requirements. The Board agreed and signed off on the paperwork.
- Gerry responded to Alan previous question regarding the TA hiring process and stated that he would like all the applications/resumes to be available for review by the Board. He would expect that all the Board members will review the applications and choose their top five candidates and would like Alan to do so as well. The Board agreed that they would appreciate Alan’s comments, questions and guidance through the process. Alan then stated that MRI (Municipal Resources Inc) is aware of several candidates that have applied to similar towns and questioned if the Board would like him to contact them to make them aware of the posting and the Board replied yes.
At 8:29pm, 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), Gail Ellis (yes), Charlie King (yes), and Joan Funk (yes).
At 9:59pm the Board came back into public session and Paula announced that the minutes from the non-public session the Board just came out of were sealed.
At 10:00pm, Charlie King motioned to go in non-public session under RSA 91A.3.II (e), 2nd Gail Ellis. Roll call – Paula Proulx (yes), Gerry McCarthy (yes), Gail Ellis (yes), Charlie King (yes), and Joan Funk (yes).
At 10:24pm the Board came back into public session and Paula announced that the minutes from the non-public session the Board just came out of were sealed.
At 10:25pm, Joan Funk motioned to adjourn, 2nd Gerry McCarthy. Motion carried with all in favor.
Respectfully Submitted,
Brandy Sanger
Recording Secretary
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Chairman Paula Proulx Vice-Chairman, Gail Ellis
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Joan A. Funk Gerald McCarthy
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Charlie King
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