TOWN OF FARMINGTON
BOARD OF SELECTMEN
PUBLIC MEETING MINUTES
Monday, July 12, 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, Public Works Director Joel Moulton
and Water/Wastewater Superintendent Dale Sprague.
Public Present: Ed Leonard of Wright-Pierce and Mrs. Miller
Chairman Proulx called the meeting to order at 5:08pm.
Charlie King motioned to go in non-public under RSA91A.3.II (b), 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 5:45pm and Paula announced that the non-public minutes were sealed with all members in favor.
Charlie King motioned to go in non-public under RSA91A.3.II (d), 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 6:05pm and Paula announced that the non-public minutes were sealed with all members in favor.
1. Review of Minutes:
- Joan Funk motioned to approve the public minutes of 6-28-10 as amended, 2nd Gail Ellis. Motion carried with all in favor.
- Joan Funk motioned to approve the non-public minutes of 6-28-10 part A as written, 2nd Charlie King. Motion carried with all in favor.
- Joan Funk motioned to approve the non-public minutes of 6-28-10 part B as written, 2nd Charlie King. Motion carried with all in favor.
- Joan Funk motioned to approve the non-public minutes of 6-28-10 part C as written, 2nd Charlie King. Motion carried with all in favor.
2. Public Works Department:
A. Transfer Station Material Costs – Joel provided the Board with a cost summary sheet for the transfer station with the current total at $31,322.15, which is $13,000 more than what was listed on the summary sheet because the slab on grade is now included. Charlie asked how the electrical estimate was concluded and Joel replied he and an electrician put together this best guess estimate for all the electrical work and the figure includes extra conduit for future expansion need. Charlie commented that he did not feel the 600 amp service would ever be needed and Gerry agreed. Charlie asked if the request for proposal for the electrical work will now be posted. Joel replied he discussed this with Alan today and in order to avoid the need for an engineered plan they would suggest
doing a design and build proposal. The Board was in agreement that they would like Joel to look at a light on the PSNH pole and minimize the exterior lights. Paula thanked Joel for the cost summary sheet he provided tonight and asked Joel to update the cost sheet as expenditures are made for the Board.
B. Textile Fabric for the Transfer Station – Charlie asked if the RFP was posted on the website and Joel replied that it should have but he will follow up. The proposals for seven (7) rolls of Mifafi Geotextile 600 x stabilization fabric were as follows;
Ferguson Water Works $403.41/roll $2,823.87
A.H. Harris $440.00/roll $3,080.00
EJ Prescott $500.00/roll $3,500.00
Joan Funk motioned to award the bid for the purchase of the rolls of Mifafi Geotextile 600x stabilization fabric to Ferguson Water Works for $2,823.87, 2nd Gerry McCarthy. Discussion followed where Charlie asked if the material is needed for the slopes and Joel replied it will be used to upgrade the stabilized area that will be paved. Motion carried with all in favor.
C. Erosion Control Stone for Transfer Station – Joel explained that he did not post a RFP for the erosion control stone because he would like the Board to consider extending the current rock crushing contract. Joan asked what the estimated savings would be by extending the contract and Joel replied the savings would be approximately $7/cubic yard.
Joan Funk motioned to extend K & B Rock Crushing’s contract to create the erosion control stone needed for the transfer station due to the savings of approximately $7,000, 2nd Charlie King. Discussion followed where Gerry asked if the funds for this material will be coming from the transfer station budget line and Joel replied yes. Motion carried with all in favor.
D. Tree Service Contractor – Joel forwarded two bids for the “Care of Trees” for the 2010 season. The bids were submitted on a daily basis as follows;
Urban Tree Service: Two man crew, 60’ bucket truck & chipper $1000/day
Three man crew, 60’ rear mount bucket truck
Twenty yard chip truck with 18 DBH chipper & log loader $1800/day
Three man crew w/crane $3000/day
Log loader $100/hr.
Jungle Jims: Bandit tree chipper – 18”
4 x 4 – 68ft. bucket truck
Per day price $1919.00
Additional equipment available if needed
Joan Funk motioned to go with Urban Tree Service, as the low bidder, for the 2010 tree care season with a 2 man crew and a 70’ bucket truck with chipper, 2nd Gail Ellis. A discussion was held on the length of day that Urban Tree quoted and Joel explained that the contractor as always given him a full day’s work but he will confirm this again. Motion carried with all in favor.
E. Drainage Contractor – Joel presented the Board with the bidding results for drainage improvements utilizing a hydraulic hammer for the removal of bedrock/large boulders within drainage ditches on various roadways within the Town. Joel estimates the work to not exceed 50 hours. The bid results are as follows;
Barron Brothers Development, Inc. contacted/ no quote returned
K & B Rock Crushing, LLC $240.00/hr (lump sum $12,000).
Joan Funk motioned to contract with K & B Crushing, LLC at $240.00/hr to not exceed $12,000 for crushing for drainage ditches, 2nd Gail Ellis. Motion carried with all in favor.
F. Other – Joel informed the Board that the state permit for the construction of the transfer station has been received. Charlie asked if Joel is working on the dozer repairs and Joel said he is looking to do that work this week but in the meantime is borrowing one at no cost. Charlie also asked if Joel will be backing up the road edges that were just repaired and Joel replied yes.
3.Wright-Pierce:
A. Update on Waste Water Treatment Plant Project Upgrade – Ed supplied the Board with a written update on the project thus far. The effluent pump station was started up last week and everything went well. They have been putting the effluent to the RIBs since July 8th and things seemed to be going well. Also the project is 98% complete for the low lying area.
Ed had a few minor change orders but with the new interim Town Administrator he wanted to make sure the Board wanted to continue with the policy they already approved of having the town administrator approve these. Dale stated he would like Paula to continue to be the authorized person to sign the purchase orders for the time sensitive billing though so the bills can be paid in a timely manner.
Charlie King motioned to allow Alan Gould, Interim Town Administrator, to administer the change order policy previously approved, 2nd Joan Funk. Motion carried with all in favor.
B. Contract for Phase II Professional Services – Ed informed the Board that at this point a Construction and Engineering services agreement needs to be signed to meet the NH DES requirements. This contract would go from August 2010 to approximately October 2013. Paula asked what the original figure for this agreement was estimated at and Ed replied his original figure was $488,000 but it was not an actual estimate but a percent type place holder. Charlie asked why the figure is now approximately $40,000 more and what warrants the additional funding. Ed replied that the original figure was a percentage place holder and now after 18 months we now have a better, defined scope of work. Paula asked what would have happened if the Town did not have the savings from Phase I and Ed
replied that the cost would have come from the contingency money and/or the plan would have been re-looked at and changes would have been made for additional cost savings. Charlie suggested moving forward with the contract but only funding certain parts that are in final stages and then the Board can reconvene on the remaining charges. Ed replied that he believes this will be acceptable, noting the Board did this also during Phase I. Dale recommended approving the funding through A, B and C of Phase II.
Paula Proulx motioned to approve the contract for construction and engineering services for NH DES review with the funding to be capped at $25,000 for the scope of work outlined in Section 1, A, B and C of the contract and the remainder of the funding will be reviewed after the bids are received, 2nd Gail Ellis. Motion carried with all in favor.
C. Phase 3 of Waste Water Facility Project – Ed reminded the Board that the Board reviewed this earlier; the Town completed 50% of the tv. work, Dale inspected and sealed 80% of the manholes in town and the Town inspected 47% of basements for sump pumps that were infiltrating the system and found about 25% that were infiltrating. Dale reported to the Board on the remaining basements he has been unable to resolve and Charlie asked if the Town should document them. Dale replied that he would work on this. Ed added that smoke testing was also completed last fall. They completed a lot of repairs to reduce the infiltration into the system and have listed some projects to continue to reduce the infiltration and take advantage of the Rural Development funding. Ed explained that this
work and funding will be separate from the other CDBG grant and will assist the town in meeting the matching funds requirement.
Ed questioned if the Board would like to move forward with Phase 3 as a single or multiple contract because if utilize multiple contracts then separate funding sources can be utilized. There is money in the NH DES 50 % grant that can be utilized for this project (this is 50% principal and interest forgiveness each year when the payment is due). The benefit of using the NH DES funding is to free up the Rural Development funds and at this time we are not sure if the $488,000 in DES money will be available for Phase 2. The Board asked Ed to ask NH DES if the funding will be available for Phase 2 by allowing the Town to keep it and apply as cash to those expenses or not so the Board can make a decision on how to move forward.
Charlie asked if the Phase 3 work can be put out to bid now so the work can be started during the 2010 construction season, knowing the answer on the funding availability will be ready when the bids are received. Ed replied the only difference with the posting is that the posting for the project using DES funding needs to be handled differently because of the ARRA funds. It was decided that Ed will ask the question of NH DES on the funding and then the Board will convene to formulate a decision on how to proceed with funding for the Phase 3 projects.
D. Charlie suggested that Dale look into the state Work Force Job Share program for the additional manpower he recently requested and Dale said he would look into this.
4. Old Business:
A. Sign Revised Town Administrator Job Description- Paula Proulx motioned to approve the Town Administrator Job Description as presented, 2nd Gail Ellis. Motion carried.
B. Mrs. Miller reminded the Board that she came to the Board meeting on June 14, 2010 and has since received correspondence from Joel Moulton and he would like to know how the Town is going to proceed with re-establishing her rock wall. Charlie replied that based on town research the 4 feet of stone wall was not on her property. Ms. Miller stated that she will not accept any other answer than having the stone wall re-established.
5. New Business:
A. Alan informed the Board that he has received 8 resumes thus far for the administrator position and noted that he would expect the majority to come in closer to the closing of the posting.
B. Alan would like the Board’s permission to move forward with the repairing of the recreation department boiler. Mr. Kameris was given the previous part at no cost and a claim has been filed. The Board agreed the repairs should be completed.
C. Alan informed the Board that the Town was approached by PSNH about the Smart Start program and questioned if the Board wants to move forward with the program and on what payment schedule. Charlie replied that he would like to move forward with the program at the 75% schedule. Gerry agreed with moving forward but would like to go with the 100% and would like to have the start and finish dates when the contract is signed.
Gerry McCarthy motioned to move forward with the PSNH Smart Start Program with 100% of the savings going towards the payment, 2nd Gail Ellis. Motion carried with all in favor.
Paula Proulx motioned to authorize the interim Town Administrator to sign the PSNH Smart Start Agreement, 2nd Charlie King. Motion carried with all in favor.
D. Alan forwarded the Board a copy of the State government recommended action policies for the upcoming September legislative meeting and suggested the Board review and then bring back any comments they would like to forward.
E. Paula read a correspondence that stated the Town was awarded the moose license plate grant that Kathy Seaver applies for every year in the amount of $4,899. With this grant money Kathy is able to bind three tax books.
At 8:30pm, Charlie King motioned to go in non-public session under RSA 91A.3.II (a), 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 and Paula announced the non-public minutes were sealed.
At 8:50pm, Charlie King motioned to go in non-public session under RSA 91A.3.II (a), 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 and Paula announced the non-public minutes were sealed.
At 9:35pm, 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 9:49pm, Gerry McCarthy motioned to adjourn, 2nd Joan Funk. Motion carried with all in favor.
Respectfully Submitted,
Brandy Sanger
Recording Secretary
__________________________________ ______________________________
Chairman Paula Proulx Vice-Chairman, Gail Ellis
_________________________________ ______________________________
Joan A. Funk Gerald McCarthy
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Charlie King
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