TOWN OF TURNER BOARD OF SELECTMEN

 

MEETING MINUTES MONDAY OCTOBER 1, 2007

 

1. CALL TO ORDER AND PLEDGE OF ALLEGIANCE TO THE FLAG: Chairman Lawrence House called the meeting to order at 7:00 pm and the pledge of allegiance was said. Those present were Mr. Angelo Terreri, Mrs. Jody Goodwin, Mrs. Joan Bryant-Deschenes, Town Manager Eva Leavitt, Androscoggin County Sheriff Guy Desjardins, and several residents with interest. Selectman Kurt Youland was absent.

 

2. ADJUSTMENTS TO THE AGENDA: None needed

 

3. PUBLIC HEARING - GA ORDINANCE AMENDMENTS: Mr. House called the Public Hearing to Order at 7:02 pm and began by noting that this a required Public Hearing held annually to recognize increases in the maximum amounts for the various components of the General Assistance Ordinance as established by the Maine Department of Health & Human Services. Mrs. Goodwin questioned if the increases were mandated, which they are; and, other than that there was no discussion. Mr. Terreri made a motion to close the public hearing at 7:04 pm and Mrs. Goodwin made a second to the motion; and the vote was unanimous. Mr. Terreri then made a motion to approve the proposed increases as presented, and Mrs. Goodwin made a second to the motion; and the vote was unanimous.

 

4. AWARD OF BID FOR BQMC PAINT/STAIN PROJECT: Mrs. Leavitt noted to the Board that she sent invitations to bid to nine locally known contractors from Turner, Leeds and Greene, and only received one bid from Mr. William Dickie in North Turner. Mr. Dickie provided a bid for both paint and stain; and from the previous meeting, the Board agreed that stain would last longer. Mrs. Goodwin questioned if the bid as received from Mr. Dickie included the preparatory work and, Mrs. Leavitt confirmed that the bid of $6,716 included all necessary preparations. Mrs. Goodwin then made a motion to award the bid for preparing and staining BQMC to Mr. William Dickie for $6,716, and Mr. Terreri made a second to the motion; and the vote was unanimous.

 

5. CREDIT CARD USE CONTRACT: Mrs. Leavitt noted to the Board that, over the years inquiries regarding credit card use for purchases has increased, and a company known as Point and Pay, has contacted several communities in Maine, making efforts to establish business with Municipalities in Maine. Mrs. Leavitt went on to explain that presently the Towns of Buckfield, Mechanic Falls, Lewiston & Waterboro are participating, and the Town of Minot is considering using this system as well. Mrs. Leavitt went on to explain that, in order to establish contacts/business in Maine, Point & Pay is waiving the $4,000 start up costs, so the only cost to the Town is $60 for the machine necessary to swipe the card. Mrs. Leavitt also noted there will be a convenience charge to the customer, not the Town, and, the Town will receive the money through a similar process used for the Rapid Renewal Program we currently participate in.

 

Mrs. Leavitt noted also that she and staff members watched an on-line demonstration of how this process will work. Mrs. Goodwin questioned what might happen if there is a security breach and Mrs. Leavitt noted that question wasn't addressed in the document presently in hand. Discussion following indicated support for the implementation of credit card use if the security question can be answered. Mrs. Leavitt offered to contact Lance at Point and Pay while the Selectmen sign any necessary documents late in the evening. A formal vote will be taken following confirmation.

 

6. TOWN MANAGERS' BUSINESS: Q & A WEEKLY MEMO: None SURPLUS PROPERTY SALE: Mrs. Leavitt noted that while cleaning out the old garage in the preparation to demolish it, several items of value were discovered. It was also noted that the Highway Department has several items that could be disposed of such as a sand blaster that's never been used, an old dump body, the old Sonoma truck and, various other items. It was noted also that the Town Office has an old photocopier, various computer terminals and other items. Mrs. Leavitt questioned what method the Board might consider to dispose of these items and she suggested possibly an ad in the local paper. Resident Adrian Wadsworth noted that the Town has a past practice of placing surplus property out to bid whether it is mechanical, real estate or other items and, he suggested is the method that should be continued. Mrs. Leavitt noted she didn't have a clear picture on what some of the items might be worth and the Board determined that more information should be acquired regarding the items in question, but agreed that a sealed bid process should be the direction taken. VACATION DAYS - MANAGER: Mrs. Leavitt inquired how the Board wants to handle vacation time for the Town Manager, and, not having a guide in place made a formal request for 3 vacation days in mid- October to include 10/10 & 10/11, with a third day to be determined.

 

Mrs. Goodwin noted that she trusted Mrs. Leavitt would insure adequate coverage within the Office during any absence and didn't feel that a formal request would be necessary, however, Mr. Terreri noted that the Town is run like a business and, yes permission for time off should be requested, and the Board agreed with that sentiment. Following this discussion Mr. Terreri made a motion to approve 3 vacation days for the Town Manager and Mrs. Goodwin made a second to the motion; and the vote was unanimous.

 

7. CONSIDERATION OF ANY OLD BUSINESS: TCA - DISCUSSION OF TCA FUTURE AT LIB AND OTHER ISSUES (as amended): Mrs. Leavitt opened the discussion by referencing materials provided by Mrs. Jennifer Wadsworth, one of the Directors for TCA regarding a 10-year plan for funding along with an outline of current and future events planned by TCA. It was also noted that the materials were attempted to be faxed to Mr. Ralph Caldwell, Chairman of the Leavitt Institute Board of Directors, however, faxing those materials wasn't accomplished. Mr. Caldwell acknowledged that his machine was having difficulties and, he did not receive the material prior to this meeting and hasn't had any time to properly review the materials provided. However, Mrs. Leavitt also noted that most of the materials provided have been provided previously.

 

Mrs. Wadsworth noted that at a previous meeting TCA was asked what they could afford to pay and again, she referenced the materials provided which outline a 10-year plan and, she noted that after expenses TCA could and would contribute ½ of any remaining revenues. Mrs. Wadsworth also noted that some grant applications such as the Davis Foundation could have brought $22,000, however, TCA was only awarded $10,000, and she noted there are many other avenues of financial assistance available with demonstrated need.

 

Mrs. Bryant-Deschenes references that, according to the most recent expense breakdown for the Institute Building doesn't reflect any large expenses, and Mrs. Wadsworth noted there was no indication of any large expenses anticipated over the next few years. A lengthy discussion followed with some notation being made regarding a possible shortage of funding for repair projects for the next year, which should be considered during the budget process. Mrs. Leavitt offered some insight from the MSAD 52 Board of Directors who have control over who can rent space in the building, and, it was indicated that the MSAD 52 Board of Directors intend on staying on task as to exactly what is outlined in the deed/bill of sale for the property, which has limitations.

 

Discussion that followed included an acknowledgement from all present that the goal is to at least get TCA through this budget year and, if necessary, request funds at the next Town Meeting.

 

Mr. Terreri noted that based on the legal opinion received from MMA regarding rent between town Boards not being legal, the need to decide what to do and how to do it is a responsibility of the Board of Selectmen. Mr. House noted his disappointment at the inability of the two groups to come to a mutual agreement, however, he noted it would be in the best interest of all parties to accept what can be paid from now until Town Meeting, then let the voters decide. Following discussion, Mrs. Goodwin made a motion to accept $500 per month plus 50% of any remaining revenues after expenses until Town Meeting. The motion failed due to the lack of a second. Additional discussion seem to question the expenses as outlined by TCA and, Mrs. Wadsworth noted that all known expenses have been outlined in the 10-year plan as provided. Mr. Caldwell noted that LIB is presently short $23,000 for repair projects for the next year. Those present noted discussion regarding planning for known repairs and the goals as projected/promised by LIB to have the building remain cost free to the Town. However, it was also noted that it was unreasonable to anticipate no cost to the taxpayers to maintain the Leavitt Institute Building. It was noted that the Town's commitment to rehabilitating this building was evident by approval of $200,000 to begin the process with years ago. Chairman House then acknowledged Mr. Adrian Wadsworth and Mr. Wadsworth noted that the 10-year plan as outlined took tremendous work on the part of TCA, and, scheduling and planning takes time. Without the security of having a place to be, scheduling of events isn't possible; and seeking sponsors for the shows is difficult as well. Mr. Wadsworth noted the need to accept TCA as a work in progress and, with planning and various grant applications, the goals can be met. However, the instability of a place to be restrains the group from pursuing their goals.

 

Following this additional discussion Mr. House noted that if TCA can and will contribute $500/month along with their share of the heat and lights, then a little something is better than nothing. Mrs. Bunny Gilbert, member of the Leavitt Institute Board of Directors noted that, although she can't speak for the entire Board, she felt that LIB would probably be willing to accept the offer as presented for now. Mrs. Goodwin then made a motion to allow TCA to remain and pay $500/month plus their share of the utilities and 50% of any revenue after expenses until Town Meeting, and Mr. Terreri made a second to the motion; and the vote was unanimous. VACANCIES LIB/TCA/BUDGET COMMITTEE/ZONING BOARD OF APPEALS: Mrs. Leavitt noted that Mr. Dennis Richardson had submitted an application for consideration to serve on the LIB and no other applications have been received. Mr. Terreri made a motion to appoint Mr. Richardson to the LIB and Mrs. Joan Bryant-Deschenes made a second to the motion; and the vote was unanimous. Mrs. Mary Briggs submitted an application to be considered for the vacancy on the Budget Committee and Mr. Ralph Caldwell submitted a note of intention to serve on the Budget Committee. Mrs. Bryant-Deschenes made a motion to appoint Mr. Caldwell to the Budget Committee and Mr. Terreri made a second to the motion; and the vote was 2 to 2 and failed. Following this action, Mrs. Goodwin made a motion to appoint Mrs. Briggs to the budget committee and Mr. House made a second to the motion; and the vote was 2 in favor. Following this action Mrs. Bryant-Deschenes made a motion to table action on the Budget Committee vacancy until the 10/15/2007 meeting with a full Board and Mr. Terreri made a second to the motion; and the vote was unanimous.

 

No applications have been received to date to fill the vacancies on TCA or the Zoning Board of Appeals, no action required at this time.

 

E911 CENTRAL DISPATCH: Fire Chief Mike Arsenault and Sheriff Guy Desjardins were both present to offer their knowledge of the committee's activities to date. Chief Arsenault noted that the figures as presented don't look good for Turner, as the costs would increase dramatically from what they presently are. Mr. Arsenault noted that Mr. Bennett from the City of Lewiston is encouraging a new facility that would cost the smaller towns such as Turner a lot more money. Sheriff Desjardins noted that the figures as presented will likely change during the County Budget process, which will begin shortly. Sheriff Desjardins encouraged attendance from Turner whenever possible. Chief Arsenault also noted that, during committee meetings held recently he was asked frequently how much Turner could afford, and, he noted in those meetings that he had no authority to speak for Turner regarding funding. Mr. House questioned whether or not Turner would have any say during the County Budget process, and, it was acknowledged that discussion is allowed if representatives are present. No action required.

 

Mrs. Leavitt requested permission to discuss the Town Office project briefly as she has noted the need for some clarification on some items. Mrs. Leavitt noted to the Board that it has become apparent through the process of the new Town Office project; some items not previously considered may need attention. She used an example involving having a new well drilled and, noting the Town Policy for the requirement of the bid process for items in excess of $5,000, inquired if that Policy is required to be followed. Discussion following this inquiry indicated that, yes, the policy of placing items out to bid should be followed. If a new well is needed then the Town should solicit bids from several companies for this portion of the project.

 

8. CONSENT AGENDA: Mr. House reviewed the disbursement warrants and recommended their approval. The minutes from 9/17/2007 were deemed to be acceptable. Mr. Youland will review the disbursement warrants for 10/15/2007. Ms. Philipon presented two Veteran's Exemption requests for Mr. Dale Hutchinson and Mr. George LePage, which will be effective for the 2008/2009-tax year, and there were no abatements or supplements. Mrs. Goodwin then made a motion to approve the consent agenda as presented and Mr. Terreri made a second to the motion; and the vote was unanimous.

 

Mrs. Leavitt left the table to contact Point and Pay to ask the question of security raised by Mrs. Goodwin, and, upon her return, informed the Board that the credit card companies would be responsible for contacting their customers should a breach occur. Following this information, Mrs. Goodwin then made a motion to approve the credit card contract between the Town of Turner and Point and Pay to allow credit card payments over the counter. Mr. Terreri made a second to the motion; and the vote was unanimous.

 

9. EXECUTIVE SESSION: None needed

 

10. ADJOURNMENT: Mr. Terreri made a motion to adjourn at 9:16 pm, and Mrs. Goodwin made a second to the motion; and the vote was unanimous.

 

Respectfully submitted:

 

Sandra L Philipon

 

Assessing/Office Assistant