TOWN OF TURNER BOARD OF SELECTMEN

 

TUESDAY JANUARY 19, 2010 MEETING MINUTES

 

SPECIAL MEETING TIME 6:30 PM

 

1. CALL TO ORDER AND PLEDGE OF ALLEGIANCE TO THE FLAG: Chairman Angelo Terreri called the meeting to order at 6:30 pm and the Pledge of Allegiance was said. Those present were Mr. Dennis Richardson, Mr. Richard Keene, Mr. Jeffrey Timberlake, Mr. Kurt Youland, Town Manager Eva Leavitt, County Sheriff Guy Desjardins, Code Enforcement Officer Roger A Williams and Assn't Rescue Chief Ross Gagne.

 

2. ADJUSTMENTS TO THE AGENDA: Mrs. Leavitt requested an additional item with the Town Managers' Business to discuss the statement of deficiencies listed by the Fire Marshall's Office for the Boofy Quimby Memorial Center. The Board agreed to add this as item 12-7 with the Town Managers' Business.

 

3. EXECUTIVE SESSION: 1 M. R. S. A. ss 405(6)(A) PERSONNEL - EVALUATION: Mr. Richardson made a motion to enter executive session at 6:34 pm citing the referenced title, Mr. Keene seconded the motion and the vote was unanimous. Mr. Richardson made a motion to come out of executive session at 7:20 pm, Mr. Keene seconded the motion and the vote was unanimous. No action taken.

 

4. EXECUTIVE SESSION: 1 M. R. S. A. ss 405(6)(A) PERSONNEL - EVALUATION/CONTRACT: Mr. Terreri made a motion to move this item to 14A at the bottom of the agenda, Mr. Youland seconded the motion and the vote was unanimous.

 

5. DISCUSSION - SHERIFF GUY DESJARDINS: This was an annual visit from Sheriff Desjardins to address any particular needs the Sheriff's Department could meet for the community. Sheriff Desjardins did inform the Board that the County Commissioners have determined that renewal Dispatch Contracts will not be signed, however, they will extend the existing contract through 6/30/2010. Mr. Terreri asked that if the Sheriff becomes aware of funding availability in the future to give the Town a heads up. Sheriff Desjardins will get back to the Town should there be any updated information available.

 

6. AMERICAN LEGION POST 111: Mrs. Leavitt informed the Board that the Legion would like to do a presentation at Town Meeting to donate the Legion's original Charter to the Historical Association. Mr. Terreri inquired how long such a presentation would take and Mrs. Leavitt indicated less than five minutes. No action.

 

7. DISCUSSION REPAIR/REPLACE COMPACTOR UNIT - TRANSFER STATION: Mrs. Leavitt noted that a second compactor at the Transfer Station is quite worn and was inspected for possible overhaul, however, this unit was completely overhauled in 2004 and has been in service since 1993. Three quotes to replace the compactor were received as follows:

Atlantic Recycling Equipment: $18,630

 

Maguire Equipment Inc: $23,660

 

Wastequip: $27,340

 

Mrs. Leavitt noted that Atlantic Recycling Equipment is the company that recently replaced the other compactor for the Town, and their bid for this unit is $5.00 less than the other unit. Mr. Youland noted that the quote from Atlantic doesn't include the electrical work that will be necessary and asked about that cost. Mrs. Leavitt noted the electrical costs for the other unit was less than $300. Further discussion included noting the equipment reserve account has enough funds for a purchase of this nature. Mr. Youland made a motion to award a contract to purchase a new compactor from Atlantic Recycling for $18,630, Mr. Keene seconded the motion and the vote was unanimous.

 

8. REVIEW DRAFT CONTRACT/FINANCING TUITION EMT CERTIFICATION: Mr. Richardson excused himself from the Selectmen's table due to the fact that he is personally involved with the EMT Training. Mrs. Leavitt presented a draft agreement for financial assistance for tuition costs for EMT training through the Town of Turner. Assn't Rescue Chief Ross Gagne did meet with potential attendees and noted there is a need for approximately 8 to be financed. The criteria for financing was discussed with the potential candidates who have verbally agreed to 4 eight hour shifts per month and Mr. Gagne noted that presently there isn't an instructor to conduct the class, however, it is being researched. It was noted the class is 8 weeks long, 2 nights each week for a total of 120 training hours. Mr. Richardson noted that Rescue Chief Laurel Gagne has applications and will screen the applicants. Mr. Timberlake made a motion to approve the draft agreement for Financial Assistance for EMT Training for up to 8 candidates, Mr. Keene seconded the motion. There was some discussion regarding the inclusion of the Town Manager as a possible signature on the agreement, and the Board agreed that all of the required paperwork be managed by the Rescue Chief. The vote was unanimous.

 

9. RADAR SPEED TRAILER LOTTERY: Mrs. Leavitt provided a brief overview of the lottery process with Maine DOT for use of the radar speed trailer and the Board agreed entering the lottery is a good idea. Mr. Timberlake made a motion to approve entering the Radar Speed Trailer Lottery, Mr. Keene seconded the motion and the vote was unanimous.

 

10. COMPREHENSIVE EMERGENCY OPERATIONS PLAN: Mrs. Leavitt noted the need to update this Plan annually with order of notification for disaster notification. Mr. Richardson made a motion to approve the amended Comprehensive Emergency Operations Plan as submitted, Mr. Keene seconded the motion and the vote was unanimous.

 

11. ORDER LIMITING HEAVY LOADS: Mrs. Leavitt presented the list for the Order to Limit Heavy Loads and discussion followed regarding the number of roads on the list. Mrs. Leavitt noted that the list has been the same from year to year with the exception of newly adopted Town Roads being added. Mrs. Leavitt further noted that this order provides the Highway Foreman with the authority to post roads as necessary. There was some discussion regarding how and when waivers are provided for those businesses that must get heavy loads delivered to continue with their business. Mr. Richardson made a motion to approve the order Limiting Heavy Loads, Mr. Keene seconded the motion and the vote was three in favor, Richardson, Keene and Youland and one opposed, Timberlake. The motion passed.

 

12. TOWN MANAGER'S BUSINESS: 12-1 Q & A MEMO: Mr. Terreri inquired about a virus noted on one of the office computers and Mrs. Leavitt noted that staff realized something was in error and called for assistance right away. The problem was fixed within the same workday. 12-2 ENERGY PURCHASE OPTION: Mrs. Leavitt noted that she sought some information regarding alternate energy resources for the 13 meters throughout town as a possible way to save one or two cents per kilowatt hour. A proposal was received from Glacial Energy along with some feedback from various communities. Also received was some information from Maine Power Options as another possibility. Mr. Timberlake noted that Ricker Hill Orchards does use an alternate vendor, however, he cautioned regarding possible hidden costs. From what he knows regarding extensive usage, he is of the opinion that the Town of Turner doesn't use enough to make such a change cost effective. It was noted that it's always a good idea to gather information for possible savings. 12-3 QUAD TOWN GATHERING SELECTMEN: Mrs. Leavitt noted that Jane Wheeler from Leeds has two possible dates for a group workshop in February, Thursday 2/18 or Thursday 2/25. After brief discussion the Board noted their preference would be Thursday 2/25. 12-4 DAM SAFETY WORKSHOP: Mrs. Leavitt noted there is a workshop scheduled February 10, 2010 in Augusta regarding Dam Safety and it was suggested that either Town Manager Eva Leavitt attend or EMA Ross Gagne and it was determined that Mr. Gagne will attend if possible. 12-5 FUEL CONTRACT: Mr. Timberlake noted that a contract has already been signed with Murray Oil for July 1, 2010 through May 31, 2011 and the fixed price negotiated was $2.498/gallon. Noted also was a $1,000 due just for signing the contract. Mrs. Leavitt noted that the town uses on average 10,000 gallons of heating fuel each season. There was some discussion regarding the bid process, which is generally followed. Mrs. Leavitt explained that the last time bids were requested only Murray Oil responded. It was suggested that bids should be advertised in the local paper so that larger companies might participate. It was suggested that Murray might waive the $1,000 contract fee for the Town. Additional discussion included noting this type of contract could wait until later into the spring for a potentially better price. 12-6 FIRE DEPARTMENT BILLING: Mrs. Leavitt noted that the Fire Chief came to speak with her regarding the possibility of eliminating the Fire Department Billing Ordinance. Mr. Youland expressed his belief that the Ordinance should be kept in place for protection in the future. Mr. Gagne noted that the Fire Department experiences difficulty in obtaining the information necessary to bill.

 

The agencies involved with accidents charge for copies of the reports they complete. Reports are necessary to obtain names and addresses. Mr. Timberlake shared Mr. Youland's opinion regarding maintaining the Ordinance just in case and noted that the Board of Selectmen have the authority to write-off any bills as un-collectible if necessary. It was suggested that the Board consider possible amendments to the Ordinance. 12-7 BQMC DEFICIENCIES: Mrs. Leavitt shared copies of the list provided by the Fire Marshall's office following a recent inspection of the BQMC facility. Some discussion regarding why the Fire Marshall's Office would inspect this building, however, Mrs. Leavitt clarified by noting the hall is rented frequently. It was noted that some of the deficiencies are easy to correct, however, others may become costly. Noted was a need for a 2-hour fire-rated door between the Fire Department and the Hall, others noted were exit lights and a need for fire retardant stain on the wood floors and walls. Mrs. Leavitt was instructed to obtain cost estimates on the lights and the doors. No action at this time.

 

13. CONSIDERATION OF ANY OLD BUSINESS: Mrs. Leavitt noted that a plan for the Town House has been developed and, noted that the roof and the foundation should be addressed at the same time. Mrs. Leavitt will request estimates from several local vendors, however, the Board advised her to advertise to provide a broader range of possible contractors. Mr. Keene left the meeting at 9:35 pm. 13-2 PERSONNEL POLICY REVIEW (SICK TIME BANK PLAN DRAFT SETTLEMENT COSTS & OPTIONS: The Board reviewed the draft sick time bank plan as provided by Mrs. Leavitt and had some minor adjustments. One in the Definitions item (6) Review Committee: where it was noted there would be a Bargaining Unit Union Representative, the Selectmen requested that two employee representatives be appointed. Discussion on Item C ELIGIBILITY/LIMITATIONS: noted that earlier discussion had not included the required use of all available earned time before being able to be considered to use time from the Bank, however, the Board's desire is to leave the requirement to use all accumulated time before consideration for use from the Bank. One additional limitation was requested in that should an employee be approved for and use time from the Sick Bank, that employee will not continue to accumulate vacation time while out sick and will be required to wait a period of time before vacation time can be used upon return to work. These will be included in the updated draft to be reviewed at the February 1st meeting. Discussion on the settlement costs resulted in a general consensus of the Board to follow the schedule as outlined presently in the Personnel Policy. It was noted that the reserve account has enough funds available to accomplish the buy out at this time. The Board tabled any action on this aspect until their next meeting.

 

14. CONSENT AGENDA: The minutes from January 4, 2010 were deemed to be in order. Mr. Terreri reviewed the Disbursement Warrants and recommended their approval. Mr. Timberlake will review for 2/1/2010. There were no Veterans Exemptions, abatements or supplements to consider. Mr. Richardson made a motion to approve the consent agenda as presented, Mr. Timberlake seconded the motion and the vote was unanimous.

 

Item 4 as voted previously was moved to the end of the agenda.

 

14A. EXECUTIVE SESSION: 1 M. R. S. A. ss 405 (6)(A) PERSONNEL - EVALUATION/CONTRACT: Mr. Youland made a motion to enter executive session at 10:01 pm, Mr. Timberlake seconded the motion and the vote was unanimous. Mr. Richardson made a motion to come out of executive session at 10:59 pm, Mr. Timberlake seconded the motion and the vote was unanimous. No action taken.

 

15. ADJOURNMENT: The Board adjourned by mutual consent at 11:02 pm.

 

Respectfully submitted:

Sandra L Philipon

Assessing/Office Assistant