MONDAY NOVEMBER 16, 2009

 

BOARD OF SELECTMEN MEETING MINUTES

 

1. CALL TO ORDER AND PLEDGE OF ALLEGIANCE TO THE FLAG: Chairman Angelo Terreri called the meeting to order at 7:00 pm and the Pledge of Allegiance was said. Those present were Mr. Dennis Richardson, Mr. Kurt Youland, Mr. Richard Keene, Mr. Jeffrey Timberlake, Town Manager Eva Leavitt and residents with interest.

 

2. ADJUSTMENTS TO AGENDA: Mrs. Leavitt requested a discussion regarding the 1-ton truck in the Highway Department the board agreed to discuss under the Manager's Business. Mr. Youland requested some discussion on the Hannaford Project, which will be discussed as item 6A. Mrs. Leavitt informed the Board of an invitation from Androscoggin Bank for a Holiday celebration December 10th from 5:00 pm - 8:00 pm at the Ramada in Lewiston, which response must be received by November 30th.

 

3. QUIT CLAIM DEED - 2279 AUBURN ROAD: Mrs. Leavitt referenced the quitclaim deed for property purchased at auction by Cornelio Enterprises LLC formerly owned by BJE Enterprises. Mrs. Leavitt noted all past due taxes have been paid and the Quit Claim Deed is a formality due to a foreclosed tax lien. Mr. Youland made a motion to approve the quitclaim deed for Cornelio Enterprises LLC, Mr. Keene seconded the motion and the vote was unanimous.

 

4. DISCUSSION SAFETY & SANITATION - PUBLIC WORKS GARAGE: Following an on-site inspection of the Public Works Garage, the Board's overall opinion was the garage is quite clean. One mention regarding a door that needs to be fixed and, Mr. Youland noted the equipment should be cleaned more often and could receive wax once a year or so. Mr. Timberlake noted also that using some touch up paint on the bodies of the trucks would also extend their life. Noted was a need for labels on the fluids, and that chains should be placed around the pit area when not in use. Discussion then focused on the stockpile of old culverts and it was noted that the price of metal is higher than in the past, however, it was the general opinion of the Board that it would cost more to have the highway department load and transport metal opposed to contacting any number of other people in town and allow them to take the metal away for the Town and keep the revenue. Mrs. Leavitt noted a broken window on the Kamatsu that needs attention, and there was brief discussion regarding the brand of lubricants currently being purchased through Lawson and it was the Board's opinion there are less expensive brands available that will do the job needed.

 

5. MEMO OF UNDERSTANDING MSAD 52-BAND STAND: After review of the memo of understanding as provided by MSAD 52 for the Band Stand project, the Board of Selectmen deemed that the information as outlined protects both parties interest. Mrs. Leavitt noted to the Board that the bandstand is a structure and is required to be accepted by the town at Town Meeting. Mr. Timberlake made a motion to accept the memo of understanding as drafted, Mr. Keene seconded the motion and the vote was unanimous.

 

6. AVCOG AGREEMENT FOR SERVICES - DRAFT: The Board reviewed the agreement for services with proposed changes as drafted by AVCOG. Mrs. Leavitt noted the existing contract has expired and that this agreement is an annual event. The proposed fee increase for the cost of the Planner was questioned regarding who pays that fee and Mr. Timberlake took the liberty to explain that the Planner will meet with an applicant to assist them in preparing for site review or other Planning Board aspects to help the process move along more smoothly and the time spent with the applicant is billed to the Town. Mr. Timberlake and Mr. Youland both noted that this type of service assists with a project moving forward more rapidly. Mr. Timberlake then made a motion to accept the AVCOG Agreement for Services as drafted, Mr. Keene seconded the motion, and discussion included amending the motion and the second to grant the Town Manager permission to sign the final agreement on behalf of the Town. The vote was unanimous.

 

6A. HANNAFORD PROJECT: Mr. Youland began the discussion by noting several areas of concern he has that may affect the Town in the future if they are not addressed before any final approval is given for the Hannaford Project. Mr. Youland stated his support for the project, however, noted a concern regarding who may control the traffic light that will be installed at Snell Hill Road and Route 4. Mr. Keene noted for the Board that the Maine Department of Transportation would retain control of the traffic light in all aspects; including how long the sequence of the light is set for. Mr. Timberlake and Mr. Youland expressed concern that confirmation of the control of the traffic light be requested in writing for future reference. Additional concern was expressed regarding the possibility of a second traffic light at the Route 4/Route 117 intersections in the future and who would be financially responsible for the installation, and concern that the two lights are synchronized. Mrs. Leavitt noted that the second traffic light possibility is being discussed as part of the review process. Mr. Youland suggested that the Board of Selectmen ask the Planning Board to request "peer review" done by parties outside the scope of the project for aspects such as: ground water quality, wetlands and traffic. Mrs. Leavitt noted that a well water study has been requested on several of the abutting property owners dug wells.

 

The Board of Selectmen noted the suggested peer reviews are no reflection on the Planning Board's review process, while stressing the need for having any "peer review" done during the review process at Hannaford's expense. Mr. Youland made a motion to request a letter of suggestion be sent to the Planning Board to address possible peer review in the areas of ground water quality, wetlands and traffic and to include a request for a written waiver from MDOT for any future expense for a second traffic light at the Route 4/Route 117 intersection should it become necessary. Mr. Keene seconded the motion and the vote was unanimous. Additional discussion included acknowledgement from the Board of Selectmen that it is not their intent to direct the Planning Board, simply assist with protection for the town in the future.

7. TOWN MANAGER'S BUSINESS: 7-1 Q & A MEMO: Mr. Timberlake questioned the progress of the E911 Committee at the County level and Mrs. Leavitt noted that Chief Michael Arsenault continues to attend the meetings and will report to the Board when necessary. The County Budget process has already begun with no apparent funding requested for a new call center. Mr. Terreri inquired if Ricker Hill is interested in the used compactor from the Transfer Station, and Mr. Timberlake indicated the interest is still there and he will try to have an offer from Ricker Hill by the end of the week.

 

 

7-2 HANSON - LAND USE: Mrs. Leavitt referenced an email sent by CEO Roger Williams to inquire about the 68 Auburn Road used car dealer who is participating in the cash for clunkers program. Mr. Williams contacted the State of Maine Bureau of Motor Vehicles regarding the recent activity and noted the business is not a licensed junkyard/automobile graveyard dealer. Mrs. Leavitt further noted that Mr. Williams met on site with Everett Kaherl - State Investigator from Motor Vehicle on Friday November 13th and the State has given Mr. Hanson a deadline of 1/1/2010 to remove the vehicles, and Mr. Williams's 30-day notice previously given was amended to coincide with the State's notice to correct the violation. 7-3 DATE/TIME PERSONNEL POLICY REVIEW: The Board discussed date/time to continue their review of the Personnel Policy, which was determined by unanimous decision to be Tuesday December 1, 2009 at 6:00 pm. 7-4 FINANCE REPORTS: Mrs. Leavitt referenced only 4 months into the new budget year, and with the 1st half tax due date now passed, 41% of the taxes owed were collected. It was noted by Mrs. Leavitt that reconciling the checking account is somewhat more difficult with money being in "sweep" accounts; she is working with Androscoggin Bank to better understand the process. Mrs. Leavitt noted that money moves in the evening hours and it was suggested that Mrs. Leavitt contact the town auditor to see if they have any suggestions to assist her with this task. There was some discussion regarding the Highway Department Equipment Reserve account, however, it was determined that the Road Committee should discuss at their level and bring a recommendation to the Board of Selectmen at a later date. It was noted that there have been few abatements or supplements from the current tax commitment; recycling revenue is at a steady rate. Mr. Richardson noted that the rescue department is currently at 35% of their current budget with the third person added; Mrs. Leavitt noted the affect of the third person would be more noticeable further into the budget process. 7-5 SET DATE/TIME FOLLOW UP EVALUATION CEO: The Board choose the next meeting date of 12/7/2009 to follow up with the CEO's evaluation and indicated they would hold it at the beginning of the meeting. 7-6 CHRISTMAS TREE: Mr. Terreri suggested a lighting ceremony for the tree in the parking lot and discussion resulted in setting 12/1/2009 at 5:30 pm for the ceremony. Refreshments will be offered and Santa will make an appearance. Staff will assist with getting the word out. 7-6 ONE TON TRUCK: Mrs. Leavitt inquired what the Board's desire for disposal of the 1-ton truck is and it was determined the Road Committee should address the issue and bring a recommendation to the Board.

 

8. CONSIDERATION OF ANY OLD BUSINESS: None

 

9. CONSENT AGENDA: The minutes from 11/2/2009 were deemed to be in order. Mr. Timberlake reviewed the disbursement warrants; he had no questions or concerns and recommended their approval. Mr. Youland will review for 12/7/2009. Ms. Philipon presented a Veteran's Exemption for next year for Mr. Laurel Lind and there were no abatements or supplements to consider. Mr. Timberlake made a motion to approve the consent agenda as presented, Mr. Keene seconded the motion and the vote was unanimous.

 

10. EXECUTIVE SESSION: 1 M. R. S. A. ss 405 (6) D CONTRACT NEGOTIATIONS: Mr. Youland made a motion to enter executive session citing the prior reference at 8:45 pm, Mr. Keene seconded the motion and the vote was unanimous. Mr. Youland made a motion to come out of executive session at 9:09 pm Mr. Keene seconded the motion and the vote was unanimous.

 

11. ADJOURNMENT: Mr. Richardson made a motion to adjourn at 9:09 pm and the Board adjourned by mutual consent.

 

Respectfully submitted:

 

Sandra L Philipon

 

Assessing/Office Assistant