TOWN OF FARMINGTON
BOARD OF SELECTMEN
PUBLIC MEETING MINUTES
Monday, August 23, 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 and Water Superintendent Dale Sprague
Public Present: Joanne Doke and Neil Johnson
Chairman Proulx called the meeting to order at 6:04pm.
- Paula reported that Rose Chagnon, resident, wrote the Board a letter requesting the town discuss the town curfew. Alan will schedule Police Chief Scott Roberge to attend a Board meeting to discuss this topic.
- Joan Funk motioned to accept the non-public minutes of 8-4-10 part B as written, 2nd Charlie King. Motion carried with all in favor.
- Joan Funk motioned to accept the non-public minutes of 8-9-10 part A as written, 2nd Charlie King. Motion carried with all in favor.
- Joan Funk motioned to accept the public minutes of 8-16-10 as amended, 2nd Charlie King. Motion carried with all in favor.
- Joan Funk motioned to accept the non-public minutes of 8-16-10 part A as written, 2nd Charlie King. Motion carried with all in favor.
- Joan Funk motioned to accept the non-public minutes of 8-16-10 part B as written, 2nd Charlie King. Motion carried withdrawn.
- Gerry McCarthy motioned to table the non-public minutes of 8-16-10 part B, 2nd Joan Funk. Motion carried with all in favor.
- The Board presented Dale Sprague with a plaque in recognition of his 30 years of dedicated service to the Town as the Water/Wastewater Superintendent.
- Update on Treatment Plant Upgrade – Dale reported that in Phase I the pump station was started up on July 8th and has been pumping full time as of July 13th up to the rapid infiltration basins (RIBs). The RIBs are working great. He explained that he put a purchase order in for a weed sprayer to keep the RIBs working appropriately. They have established a punch list for the pump station that are minor items like hydro-seeding and should be completed this week.
- Partial Substantial Completion Form for Phase II – Dale informed the Board that SUR Construction asked Wright-Pierce and the State if they felt half of the work for Phase I has been completed so that some of the retainer could be released. It was agreed that Partial Substantial Completion of the contract has been met and agreed that part of the retainer could be released which would leave approximately $32,000 remaining.
- Dale reported that Ed Leonard asked the question about any remaining NHDES funds and he found that any remaining funds will need to be returned to NHDES. Paula asked how much is remaining at this point and Dale replied $400,000. Dale then stated that he and Ed are currently working on putting a recommendation together for this money and it will probably include I/I work.
- The Town got approval to go forward with the bid process for Phase II and held a bid meeting last week in which they had a good turnout. Bids are due Sept 3, 2010 and then the budget can be set more concretely.
- Joan Funk motioned to authorize the Chair to sign the Certificate of Substantial Completion, 2nd Charlie King. Motion carried with all in favor.
- DOT: Reclassification of Route 153 and Central Street – Joel explained that reviewed the NHDOT proposal and had them revise the map to depict the correct swap. As part of this proposal NHDOT will take over maintenance of NH 153 from Central Street to Webster Street, summer maintenance only from Central to Old Bay Road, summer maintenance from Central Street to Winter Street and full maintenance from Old Bay Road to Webster Street. The bridges (#087/135 and # 085/132) will be retained and maintained by the NHDOT. Gail asked Joel to create an exact list of what the Town will be responsible for and what NHDOT will be responsible for, so everyone is clear on responsibilities. The Board agreed that this is a good swap but they would like the list of responsibilities
and a correctly revised map. Joel then stated that the town will need to get three state representatives to support the legislation to accomplish the transfer.
- RFP for electrical work at transfer station – Joel informed the Board that he received two proposals as follows;
TNT Electrical Contractor, LLC $11,420.00
Langis Electric $15,400.00
Charlie asked if the Town is at a point to get this work completed and Joel replied he should be ready in a week. Gail asked Joel if he could provide the Board with an updated work list for the Transfer Station project.
- RFP for Safe Routes to School engineering – Joel provided the Board with a list of five consulting engineers who have been pre-qualified to move forward and offer proposals for this project. Joan asked Joel why this project laid dormant for so long and Joel replied that there was a lot of transfer of responsibilities amongst those who were organizing the project. Joel also stated that some of the work has already been completed (sidewalks, striping, paw prints, etc) and the highway department will be reimbursed for this work. Charlie King motioned to submit that all five bidders are qualified bidders and the bidding process should move forward to the next level, 2nd Joan Funk. Motion carried with all in favor.
- RFP for Waste Disposal Facility at Transfer Station – Joel explained that he put out an RFP for waste disposal for the transfer station. The RFP requested pricing on a cost per ton basis based on estimated quantities and tonnages. Knowing that trucking costs are still under discussion, he verified that the disposal costs would be fixed even if the trucking was not included. The bids were as follows;
(based on 1600 tons/yr)
Casella Cost /Ton Est. Cost /Yr
MSW (0 yrs) $60.00/ton $96,000.00
One yr: $58.00/ton $92,800.00
$55.00/ton $88,000.00
Three Year $55.00/ton $88,000.00
$57.00/ton $91,200.00
(based on 600tons/yr)
Bulky waste/C&D Waste $70.00/ton $42,000.00
Haul Option $235.00 per haul to Allenstown, NH
Zero Waste and Recycling Services
MSW $72.00/ton $115,200.00
Bulky Waste/C&D $72.00/ton $28,800.00
Clean Wood $48.00/ton $9,600.00
Eco Maine
MSW $55.85/ton $89,360.00
Wood Debris $49.00/ton $29,400.00
No cost per haul included
Estimated CPIU per year would be 3% or $1.68/ton per year.
The Board asked Joel to put this information together with the hauling costs for their review. Alan then reported that he found that with the Co-op contract the Town can terminate the contract under two circumstances; one if the tipping fee exceeds 90% over the Co-op tipping fee or two, if the revenue payment is reduced to zero. Both options are under a time limit of six months from when the payments or rates meet the requirements of the termination options.
- PSNH Easement for Pole at Transfer Station – Joel explained this easement is for the new utility pole at the Transfer Station. Charlie King motioned to authorize Joel Moulton to sign the PSNH easement for the utility pole at the transfer station, 2nd Joan Funk. Motion carried with all in favor.
- River Road Paving – Joel reported that in order to pave (base course only) River Road, the sum of $18,946.80 (previously approved by the Board) will need to be extracted from the Paving Capital Reserve Fund. Gerry asked how much is in the fund and Joel replied there is $85,000 in the fund. Joan asked if all the road patching that is done is cost effective and Joel replied that the road patching is effective for the most part because it saves the road from complete destruction before the funds can be saved for complete rebuild or repave. Gerry McCarthy motioned to remove $18,946.80 from the paving capital reserve fund to pave River Road, 2nd Joan Funk. Motion carried with all in favor. Gerry then asked if the paving will be completed next week and Joel replied yes, that is the plan.
- Transfer Station Construction Update – Joel provided the Board with an update on the construction of the Transfer Station Project. The north and south walls are complete and the truck scale slab and handrail section construction will commence next week. The office trailer arrived in town last week. Joan asked Joel to provide the Board with a timeline of what has been completed and what is yet to be done.
Joel then asked the Board to review the electrical bids so that the bid can be awarded and the project can move forward. Paula asked Joel if he could verify the references of the low bidder to ensure they did similar work to satisfaction. Charlie King motioned to award the contract to TNT Electrical Contractor pending a successful reference check of similar work, 2nd Gail Ellis. Motion carried with Gerry McCarthy abstaining.
- Bay Road Bridge Construction Update – Joel updated the Board on the Bay Road Bridge construction. The bridge structure is in place and backfilling around the structure continues. The tentative schedule calls for paving by the last week in August. The estimated bridge re-open time is the first full week of September.
- Request from CAP – Paula informed the Board that Mr. Dean rescinded his request. Charlie asked Alan to review the feasibility of renting the second floor of the Old Courthouse.
- Hawkers Peddlers Application – Mr. Christopher Neal submitted a new application for his corn/vegetable stand with a new location, on the corner of Paulson Road and Route 11, that was approved by the Police Chief and the Code Enforcement Officer. Gerry McCarthy motioned to approve the Hawkers and Peddlers License for Christopher Neal, 2nd Joan Funk. Motion carried with all in favor.
Joan Funk motioned to authorize Paula to sign the Hawkers and Peddlers License for Christopher Neal, 2nd Charlie King. Motion carried with all in favor.
- Alan reported that he is still putting information together on the broker option for the fuel bids and will have probably have more information for the Board tomorrow night.
- Joan Funk motioned to approve the credit card policy, 2nd Charlie King. Motion carried with all in favor.
6. Updates:
a. Charlie stated that he would agree to Alan suggestion of having another credit card that would be in the position of the finance administrator with all purchases authorized by the town administrator. The Board agreed this would be okay. Charlie then asked Alan if he had concerns about the recreation department holding three credit cards and Alan replied, no, the department does a great job of providing a report of exactly what was spent and why in a timely manner.
7. Work Session:
a. Alan suggested the Board create a priority list of what they would like to work on, he would suggest a communication policy (dealing with the use of all computer and communication related equipment) and an investment policy as top priority. Charlie added that the wage/salary scale should take priority as well. He added that the scale needs to be considered with benefits for a real comparison and questioned if this should be done by an outside firm. Alan replied that the Board should probably look at job descriptions at the same time. Alan will look to see what Municipal Resources Inc. would charge for this service to give the Board a ballpark estimate of having the scale completed by an outside firm. Charlie suggested
posting an RFP for an outside firm to complete the wage study.
At 8:12pm, Joan Funk motioned for a short recess, 2nd Gail Ellis. Motion carried with all in favor.
At 8:17pm the Board came back in to public session.
Charlie King motioned to go in non-public under RSA91A.3.II (a), 2nd Gail Ellis. Roll Call – Paula Proulx (yes), Gail Ellis (yes), Charlie King (yes), Gerry McCarthy (yes) and Joan Funk
(yes).
At 9:31pm the Board came back into public session and Paula noted the non-public minutes were sealed.
Charlie King motioned to go in non-public under RSA91A.3.II (d), 2nd Gail Ellis. Roll Call – Paula Proulx (yes), Gail Ellis (yes), Charlie King (yes), Gerry McCarthy (yes) and Joan Funk
(yes).
At 9:50pm the Board came back into public session and Paula noted the non-public minutes were sealed.
Gail Ellis motioned to go in non-public session under RSA 91A.3.II (b), 2nd Gerry McCarthy. Roll Call – Paula Proulx (yes), Gail Ellis (yes), Charlie King (yes), Gerry McCarthy (yes) and Joan Funk
(yes).
At 10:19pm the Board came back into public session and Paula noted the non-public minutes were sealed.
Joan Funk motioned to accept Joel Moulton’s resignation to be effective September 2, 2010, 2nd Charlie King. Gerry McCarthy offered a friendly amendment to add that the Board accepts the resignation with regret; both Charlie King and Joan Funk accepted the amendment. Motion carried with Paula Proulx opposed.
At 10:30pm, 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
_________________________________ ______________________________
Joan A. Funk Gerald McCarthy
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Charlie King
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