Skip Navigation
This table is used for column layout.
Selectmen Minutes 8-30-2010
TOWN OF FARMINGTON
BOARD OF SELECTMEN
PUBLIC MEETING MINUTES
Monday, August 30, 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 Public Works Director
Joel Moulton
Public Present: Bill Straub of CMA Engineers and Jon Frederick
Chairman Proulx called the meeting to order at 6:04pm.
  • Public Comment:   none
  • Review of Minutes:
  • Joan Funk motioned to accept the non-public minutes of 8-16-10 part C as amended, 2nd Charlie King.  Motion carried with all in favor.
  • Joan Funk motioned to accept the public minutes of 8-23-10 as amended, 2nd Charlie King.  Motion carried with all in favor.

  • Joan Funk motioned to accept the non-public minutes of 8-23-10 part A as amended, 2nd Charlie King.  Motion carried with all in favor.
Gail Ellis motioned to reconsider the non-public minutes of 8-23-10 part A for clarification, 2nd Charlie King.  Motion carried with all in favor.

Gail Ellis motioned to table the non-public minutes of 8-23-10 part A until non-public, 2nd Charlie King.  Motion carried with all in favor.

  • Joan Funk motioned to accept the non-public minutes of 8-23-10 part B as written, 2nd Charlie King.  Motion carried with all in favor.  
  • Joan Funk motioned to accept the non-public minutes of 8-23-10 part C as amended, 2nd Charlie King.  Motion carried with all in favor.
Gerry McCarthy motioned to reconsider the non-public minutes of 8-23-10 part C for clarification until the non-public session tonight, 2nd Charlie King.  Motion carried with all in favor.

Gail Ellis motioned to table the non-public minutes of 8-23-10 part C, 2nd Charlie King.  Motion carried with all in favor.

  • Joan Funk motioned to accept the public minutes of 8-24-10 as written, 2nd Charlie King.  Motion carried with all in favor.
  • Joan Funk motioned to accept the non-public minutes of 8-24-10 as written, 2nd Charlie King.  Motion carried with all in favor.

  • Assessing:
  • Gerry McCarthy motioned to sign the MS-1 as prepared and filed electronically, 2nd Gail Ellis.  Motion carried with all in favor.
  • Agreement with Schloesser: In lieu of a BTLA (Board of Tax and Land Appeals) court hearing, the assessor requested the Board come to an agreement because the only two changes were to the value of a hot tub and the number of fixtures in the bathroom.  The total abatement was approximately $64.00.  Charlie King motioned to approve the agreement for Schloesser, 2nd Joan Funk.  Motion carried with all in favor.

  • Dodier: Right of Way Adjustment:  Assessor, Dave Wiley, provided the Board with additional information on the adjustment in writing.  The new assessed value is $5100 for a differential of $162.00.  Gail commented that the letter was very unprofessional and Alan replied that he did contact the company in regards to the letter.  Charlie stated he is would like to confirm that the town is using the space noted and he also does not believe the town has an easement at this site as noted in the memo.  Charlie would like to see research done on the deed to ensure the Board of the correct ownership and use of the space in dispute.  Joan stated that the original request was due to the unjust assessment of the basement because it is a crawl space and the owner requested the assessor relook at what was there.  The owner also questioned if there could be any abatement because the town uses her property for snow deposits.  Charlie stated that if the town utilizes this property for snow deposits then a new agreement should be put in place or this practice should be abandoned.  Alan stated that there is no formal abatement request and he will research the ownership and any existing agreements or practices.  Charlie asked why Dave Willey would have been looking into this if there was no abatement filed.
  • State Request for Sharing Property Record Data and Town Maps – Alan informed the Board that there are only advantages to participate in the request.  Charlie asked what the immediate benefit would be to the taxpayers for participating in this project.  Alan replied that he does not think there are any immediate advantages to the taxpayers but there are also no foreseen disadvantages and it is all public information.  Gerry commented that he is concerned with the last sentence where it states the information will be used for equalization and questioned what this would entail and would also like to have a list of the other 50 towns who participated.  Alan suggested having the state department come to discuss this project with the Board.
  • Public Works Department:
  • Updates on Landfill - Joel informed the Board that Concord Co-op has awarded the single stream recycling contract and they will be paying.  He will forward more information to the Board in a memo this week.  Joel also stated that he asked Bill Straub of CMA Engineers to be present tonight to explain to the Board what he would expect for the remaining project.  Mr. Straub explained that most towns are not able to use town forces for a project of this type and they have been comfortable completing the project with Joel because of his qualifications.  They would be comfortable moving forward with Joel as a consultant for the Town or complete the project anyway the Board sees fit.  However, CMA Engineers would need to increase their role if the Board does not continue with Joel and they do not offer general contractor services like project oversight.  Gail asked if Joel completed the itemized list of what has been completed and what still needs to be completed on the project to assist the Town because the Board has requested it several times. Joel replied that he has tried and has made a list of general items but it is difficult because as things come up decisions have to be made almost on a daily basis.  
Mr. Straub noted that the Town also needs to ensure that someone is overseeing the project on a daily basis and overseeing the Town staff.  Gerry asked why the agreement with Joel is for a part-time employee rather than a consultant.  Joel replied that he has not had time to review this with Alan but he thought this would be the best way to keep the landfill project going and satisfy NHDES.  Gerry then asked if Joel expects to work 15 hours each week until project completion and Joel replied he would expect to work for the Town 10-15 hours a week based on his best guess estimate.  The project should be completed in the next 6-8 weeks.  Paula asked what project completion would consist of and Joel replied the landfill would be fully functional.  Gail stated she would like a termination clause to the contract stating the Board of Selectmen may terminate the contract at any time with no reason.
Gerry asked when the Town would go online with the transfer station.  Bill Straub replied that it is up to the Board as to when they go online with the transfer station once it is completed because NHDES just says it needs to be online by January 1, 2011.  Joel suggested collecting the solid waste in the transfer station as soon as it is ready but have the containers hauled outback and dumped in the landfill so that residents are using the transfer station but the town is not paying for the hauling and dumping before they have to.  

Joel provided the Board with a project expenditure summary and reviewed what has been approved and expended thus far.  
  • Update on Road Swap – Gerry asked if the paperwork for the NHDOT road swap has been completed and Joel said no, he is still working to get a final, correct copy of the agreement.
  • River Road Paving – Gerry asked when River Road will be paved.  Joel stated the intent is to get it done soon when the company is going through so there are no dust control issues.  Also, Gerry asked how much of the road will be paved and Joel replied the Board agreed 1000 feet was to be paved.
  • Gerry asked if School Street and Orange Street repairs are still scheduled for this year and Joel replied yes, it is on the schedule.
  • New Business:
  • Gerry McCarthy motioned to appoint Kristie Hotlz to the Conservation Commission for a one-year term, 2nd Joan Funk.  Motion carried with all in favor.
  • Old Business:
  • Joan Funk motioned to appoint Gerry McCarthy as the voting delegate to attend the September 17, 2010 LGC Policy Conference, 2nd Charlie King.  Discussion followed where Gerry stated he would only speak to what the Board discussed at a meeting.  Motion carried with all in favor.
  • Fuel Bids- Alan explained that with Competitive Energy he found they find a supplier and hauler and calculate the set cost for fuel based on the town’s usage. There are a number of school districts that uses this broker and the cost is about $0.10 cheaper for #2 fuel, with the cost for heating oil being $2.489.   Also, the usual bidding companies will not offer a fixed rate for diesel or gas but Competitive Energy will, with the current cost at $2.465 for diesel and $2.45 for gas.  These figures can change until the contract is signed.  The broker fee is $0.02/gal but is included in the quoted price.  The delivery will be within 24 hours of call for delivery.
Joel informed the Board of the town’s current usage and delivery schedule of diesel and gas and Charlie asked if it would make sense to change the tanks to one tank for gas and two tanks for diesel because the diesel is used more frequently.   Joel agreed this would be a good idea.  Joel also informed the Board that the Public Works department also has been using the diesel for heat in lieu of heating oil because it is more cost effective.  Charlie asked approximately how many gallons the department utilizes for heating and Joel replied approximately 2000 gallons.

The Board discussed that they would like to review the contract before agreeing to it and Alan replied his only concern is that this contract is time sensitive with the school waiting to sign the contract and hurricane season is upon us.  The Board agreed to meet next Tuesday to review the contract at 6pm.

  • Updates:
  • Alan updated the Board on the Community Action Program  (CAP)agreements.  The last agreement, dated in 2003, allows the use of the first floor of the Old Courthouse at no charge to CAP and the Town is allowed to terminate the agreement if there is another space made available to CAP.  Gail asked for the Board to get copies of these agreements and Alan will forward these copies.
  • Paula reminded the Board that a time card policy/statement needs to be solidified.  Alan stated that the policy says each department should create their own procedures for the time clocks and would suggest that each department head submit a copy of their procedure for the Board’s approval.
  • Gail questioned if there is a scope of services for what Busy Bee Janitorial supplies and Alan said he would research this.  Gerry stated he did not think a RFP was posted for this service because the service was needed immediately but it should probably be done.  Joan stated that she had brought up the idea of hiring the two individuals for who clean the upstairs for the cleaning and was told they couldn’t because it was a union issue but this is not the case.
  • Gail stated she would like to review the RFP for the wage study and Alan replied he has not had time to put this together yet but will.
At 7:53pm, Gerry McCarthy motioned to go in non-public under RSA 91A.3.II (b), 2nd Gail Ellis.  Motion carried with all in favor.
At 8:48pm the Board came back into public session and Paula announced the non-public minutes were sealed.
At 8:49pm, Gerry McCarthy motioned to go in non-public session under RSA 91A.3.II (b), 2nd Gail Ellis.  Motion carried with all in favor.  
At 9:36pm the Board came back into public session and Paula announced the non-public minutes were sealed.
At 9:37pm, Charlie King motioned to go in non-public session under RSA 91A.3.II (c), 2nd Gail Ellis.  Motion carried with all in favor.  
At 9:47pm the Board came back into public session and Paula announced the non-public minutes were sealed.
Gail Ellis motioned to accept the non-public minutes of 8-23-10 part A as amended, 2nd Charlie King.  Motion carried with all in favor.
Gail Ellis motioned to accept the non-public minutes of 8-23-10 part B as amended, 2nd Gerry McCarthy.  Motion carried with all in favor.
At 9:50pm, Charlie King motioned to go in non-public session under RSA 91A.3.II (e), 2nd Gail Ellis.  Motion carried with all in favor.  
At 9:54pm the Board came back into public session and Paula announced the non-public minutes were sealed.
At 9:55pm, Charlie King motioned to go in non-public session under RSA 91A.3.II (c), 2nd Gail Ellis.  Motion carried with all in favor.  
At 10:13pm the Board came back into public session and Paula announced the non-public minutes were sealed.
At 10:13pm, 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

________________________________
Charlie King