MINUTES MONDAY
FEBRUARY 4, 2008 7:00 PM
1. CALL TO ORDER AND PLEDGE OF ALLEGIANCE:
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, Mr. Kurt Youland, Mrs. Joan Bryant-Deschenes, Mrs. Jody
Goodwin, Town Manager Eva Leavitt, Fire Chief Michael Arsenault,
Chairman of the Budget Committee Rodney Shaw, several members of the
Leavitt Institute Board of Directors and other residents with
interest.
2. ADJUSTMENTS TO THE AGENDA: Mrs. Leavitt
requested an item be added to the Managers' Business regarding a
parcel of Town owned property located on the corner of Route 117
(Buckfield Road), and Mancine Road; which the Board agreed to discuss
under the Town Manager's Business. Selectman Jody Goodwin also
requested two additional items be added to the agenda. The first item
is a proposed warrant article and the second item regarding the Boat
Launch located on
3. LIB - DISCUSSION - FINANCIALS: Mrs. Leavitt
referenced documentation provided by LIB regarding a financial
outline for anticipated expenses and required operating expenses. LIB
Board Member John Zocchi reviewed the financial document as provided
and noted that the document identifies some long range plans for
replacement and/or repair as previously requested by the Board of
Selectmen. Mr. Zocchi explained that the LIB is looking to build a
reserve account for capitol projects as may be necessary in the
future. Mr. Zocchi explained the level of needed principal to begin
an investment fund with. That figure is estimated to be $176,000
after deducting for the painting project already in progress.
The document provided reflected three different
possible levels of return on the initial investment and, although Mr.
Zocchi cautioned that the estimates used for possible expenses,
particularly the major capitol expenses are conservative at best.
There were three possible interest-earning rates used to establish
the growth rate of the initial investment. It was noted by the Board
that the rate of return projected could be a little over-estimated
based on the present day finances. Following the detailed explanation
of the financials Mrs. Goodwin commended the LIB for the effort
reflected in the document. Mr. Youland clarified for those present
that it is the intention of the LIB to invest a sum of money
estimated to be $176,000 and not to use the initial investment amount
to fund any of the proposed items. Mr. Zocchi indicated to the Board
that yes, the LIB is hoping to leave the initial invest in an
interest earning account and use the interest, not the principal. Mr.
Youland then questioned what type of fund the LIB has their existing
money invested in at this time.
Mrs. Leavitt noted that at the present time some
money is in a CD that matured in November earning just over 5% in
interest, and upon maturity was placed in an MBIA account. It was
noted that the MBIA account is only earning 4.25% at this time and
that the CD rate is only at 4% at this time. The Town's Cash
Management account through Androscoggin Savings Bank is only earning
3.5% at this time. It was noted by Mr. Youland that LIB appears to
have covered the most apparent aspect of the building maintenance as
necessary at this time. Other discussion regarding the details of the
document as provided included all positive feedback from the Board of
Selectmen. Mr. Terreri complimented the LIB for the efforts put into
a well-done document.
Mrs. Bryant-Deschenes noted that having some
actual projected figures is helpful. Mrs. Goodwin requested that LIB
adjust the figure used that reflects actual insurance costs, as it is
a known amount.
Mrs. Leavitt explained that the Board of Selectmen
reviewed all insurance on all town owned property over the past year;
and some buildings coverage amounts were lowered and others were
increased as necessary. The
Mr. Youland expressed his concern that the
estimates for some of the capital projects are based on today's
costs, and he questioned where the figures came from for the
estimates. Mr. Richardson explained that the figures as presented
were a combination of some actual known costs combined with estimates
based on today's costs. Mrs. Jennifer Wadsworth shared her
understanding of what the LIB might be looking for from the Board of
Selectmen which was indicated to be approval from the Board of
Selectmen of the concept as presented for the overall operating
expense for the
4. ANIMAL DISASTER RESPONSE PROTECTION PLAN: Mrs.
Leavitt referenced the document as provided which, if ratified by the
Board of Selectmen, would provide a mechanism for people to house
domestic pets during any kind of natural disaster such as what was
experienced during the ice storm. As the document was reviewed in
more detail Mr. Terreri pointed out that there appears to be some
level of responsibility that would fall on the Town such as education
materials as referenced, training and an indication that Turner may
also house domestic pets from some Buckfield residents if they don't
have a plan in place. Discussion resulted in a Motion from Mrs.
Goodwin to table action until EMA Director Ross Gagne could provide
additional information. Mr. Youland made a second to the motion; and
the vote was unanimous.
5. FIRE DEPARTMENT BILLING: Mrs. Leavitt brought
the Board up to date on the Fire Department Billing process and,
explained that with all of the personnel changes in recent months,
the billing process has fallen quite far behind. Mrs. Leavitt
approached the possibility of no longer pursuing collection of this
money, or possibly out-sourcing the collection process. Mrs. Leavitt
noted for the Board that recent discussions with Chief Arsenault have
reflected a significant decrease in the number accidents on Route 4
due to new travel patterns developed. Chief Arsenault also
acknowledged that the Fire Department is no longer sending a unit to
each and every accident. A truck will be toned out if necessary;
however, one is not always needed.
Chief Arsenault also noted for the Board members
that when the Stat Police cover our area, they don't provide the Fire
Department with a copy of the accident report, which is necessary for
billing purposes. The State Police require that a copy of the
incident/accident report be purchased, which adds an expense to the
process before it even starts. Discussion regarding the aspect of
billing for Fire Department services at accident scenes brought
forward the initial billing ordinance as developed. It was determined
that billing for Fire Department services at accident scenes might
recoup some revenue. Through the Budget Process in 2004 it was
suggested that most all-automobile policies have a possible payment
built into the policy, which would allow for billing for Fire
apparatus at an accident scene. Mrs. Leavitt noted that in the
beginning the Town was billing for a minimum of $200 if a Fire Truck
was toned out to an accident site. The rate of return on this billing
has not been what was anticipated, however, Mr. Youland inquired what
that revenue was and Mrs. Leavitt provided them with a figure from
the 2006/2007-year, which was stated to be approximately $10,000.
Discussion followed regarding the need to review the contents of the
billing ordinance and the guidelines for billing as established.
Discussion regarding the possibility of
out-sourcing billing and collection for these services resulted in
revealing that any company out there would probably get 10% of
whatever amount is collected. The Board in general appeared favorable
towards reviewing the guidelines for billing as presently stated in
the Ordinance. With this in mind and the guidelines as established in
the Billing Ordinance Mr. Youland made a motion to table action on
this request pending further investigation. Mrs. Goodwin made a
second to the motion; and the vote was unanimous.
6. PUBLIC WORKS FUNDING - ELIMINATION OF POSITION
DISCUSSION: Mrs. Leavitt began the discussion by noting that during
the initial phase of the budget process as Department Head for Public
Works an additional position was requested. With the request for an
additional position was also an increase in the amount requested for
part-time temporary help. At the present time, there is an opening in
the Highway Department leaving the department one man short. There is
also presently one employee on long-term medical leave, however, he
is expected to return. During the budget process the issue of filling
the vacancy presently in the department was approached with the
possibility of requesting additional temporary wages and using a
temporary part-time person instead of filling the existing vacancy.
It was noted by Mr. Youland that the Town would save a tremendous
amount of money in benefits by using part-time temporary help in lieu
of full time with benefits.
There was some discussion regarding the difference
in services able to be provided with the 5-member crew as opposed to
a 4-member full time crew with part time temporary help to pick up
the slack. Mrs. Leavitt advocated for the retention of the 5th full
time position and acknowledged withdrawing her request for a 6th full
time position in Highway. Mrs. Leavitt used the most recent storm
event as an example of having to use the Foreman to plow an entire
route and maintain a good handle on how the plow routes are being
managed. Mrs. Leavitt also expressed her strong concerns that the
Townspeople be provided to opportunity to debate this issue at open
town meeting. Discussion resulted in verifying that the 5th person in
the Highway Department has been in place since 1993 with additional
road miles to maintain. Mrs. Leavitt did acknowledge that although
there isn't a significant increase in the miles of road maintained,
however, most of the new roads are short dead-end roads that take
even more time for the Highway Department to maintain, especially
during the winter months.
Mr. Youland attempted to get across that there
would be a 5th member of the Highway Department, just not a full time
person. Further debate on this issue brought forth some cost
comparison for a temporary position verses a full time. Mr. Terreri
noted that the idea in theory does sound good, however, reality may
not be the same. Further research should be done on the pros and
cons. Mrs. Leavitt's perspective is that the only benefit for the
temporary person is the option to say "no" they can't or won't work
at any given time. Mrs. Goodwin's opinion was that if the Town has
had a 5 member road crew for this amount of time, then it is probably
not in the best interest of the Town to reduce that number, and, she
further stated that it's probably not in the Town's best interest to
have less experienced workers operating Town owned equipment. Mrs.
Goodwin then questioned what Town Manager Eva Leavitt's desire is
and, Mrs. Leavitt explained that it was her wish to see the Board of
Selectmen make a different recommendation than that of the Budget
Committee on this matter. This prompted discussion regarding proper
reflection of what the various department heads initial requests were
verses the actual recommendations from the Budget Committee and the
Board of Selectmen. Even if the Selectmen and the Budget Committee
agree on their recommendations, if those are different (lower) than
what was requested by the Department Head; then the actual amount
requested should be known. No action at this time.
7. ACTION PLAN -
There was discussion regarding whether or not the
Legion has the funds and ability to move the building should the
Board of Selectmen agree to allow them to have it. Mr. Youland
expressed concern that the Legion group may not have the financial
capacity or the ability to move the building within a reasonable time
frame. Discussion resulted in acknowledging that the existing
building once vacant must be moved over a weekend due to the fact
that where the present town office sits will be parking and needs to
be completed. Additional discussion brought forth the knowledge that
selling the building probably wouldn't be profitable and if we choose
to demolish it the Town would incur expense for the disposal of the
building. The Board requested that Mrs. Leavitt obtain a letter of
intent from the Legion outlining their game plan and showing
financial ability, and have the letter back to the Selectmen by their
2/19/2008 meeting. There were also some additional concerns expressed
regarding the building being placed at a permanent location and not
simply set on someone's property in violation of any ordinances.
8. TOWN MANAGERS' BUSINESS: 1. Q & A WEEKLY
MEMO: Mr. Terreri inquired about the Transfer Station situation and
Mrs. Leavitt noted it was to be discussed later in the meeting. 2.
TRI-TOWN SELECTMEN MEETING: The Town of
SELECTMEN'S WAGES - 08/09 BUDGET: Mrs. Leavitt
presented a possible different payment arrangement for the Board of
Selectmen which could save some dollars in the long run. The approach
as explained by Mrs. Leavitt is used in some other communities which
provides a per meeting payment for the Board of Selectmen with the
Chairman receiving more, as opposed to a straight quarterly payment
which is now the case. Resident Dennis Richardson noted that this was
discussed previously and, not knowing how much time Selectmen may
spend on their own doing Town Business; it was previously thought
this would not be fair. Mr. Youland noted that none of the current
Board members are in the position for the money and agreed with Mr.
Richardson's thought regarding the amount of time spent on town
business other than at meetings. No action. 4. HIGHWAY EQUIPMENT -
AIR COMPRESSOR / ROLLER: Mrs. Leavitt presented to the Board
information discussed at the most recent Road Committee meeting along
with a request to expend funds from the Highway Equipment Reserve
account to purchase a roller and an air compressor. There was some
discussion regarding the need for a roller if less street
construction would not be done and Mr. Youland explained that the
roller can and is used for items other than street construction or
re-construction. It was noted that the Town rents one every time
necessary and that need won't go away. The Road Committee is looking
to purchase a good used unit probably at an auction. Mrs. Leavitt
provided the Board of Selectmen with quotes for reference purposes
from Eagle Rental, one for an open cab 5 ton roller for approximately
$18,000 and one quoted for a 1998 10 ton with an enclosed cab for
$39,500. It is the opinion of the Road Committee that the purchase of
a used unit will pay for itself over time. There was some discussion
regarding the amount of money in the equipment reserve, which was
noted to be approximately $126,000. Mr. Youland suggested placing a
cap on the amount to be spent. Following this discussion Mr. Terreri
made a motion to allow up to $35,000 to be spent for a used roller
and Mrs. Goodwin made a second to the motion. The vote was unanimous.
Following was a discussion regarding a recommendation from the Road
Committee for the Highway Department to also purchase an air
compressor. Mrs. Leavitt noted that the Road Committee discussed this
purchase at their last meeting and are recommending the purchase as
it can be used for many items and would cost under $2000. Mr. Terreri
then made a motion to release up to $2,000 for the purchase of a
portable air compressor and Mrs. Bryant-Deschenes made a second to
the motion; and the vote was unanimous.
5. FINANCIALS: The review for financials ending
1/31/2008 resulted in noting a possible overdraft in the Winter Roads
line which Mrs. Leavitt attributes to many storms, gas costs, the
cost for cutting edges and the fact that we have almost depleted our
salt supply and will need more. Mrs. Leavitt noted the overdraft
could be as much as $30,000 to $40,000. One other area already
overdrawn is the General Assistance line due to an increase in
clients, the needs of the clients and the cost of fuel this year. Ms.
Philipon noted that although the Town receives 50% of the
expenditures on a monthly basis, the amount appropriated for 07/08 is
already over by more than $3,000 with five months left. Although, it
was noted that Winter Roads line can be overdrawn and could be
covered from contingency if necessary.
Additional discussion on the financials involved
some information as provided to the Board regarding one of the Town's
investment accounts with MBIA. For this discussion Mrs. Leavitt
referred to Chairman of the Budget Committee Rodney Shaw for his
insight into MBIA. Mr. Shaw explained for those present how MBIA was
developed as a company and referenced the article as provided to the
Board regarding the status of MBIA in today's world and noted that as
an investment company, they are on unstable ground to say the least.
Mr. Shaw and Mrs. Leavitt noted for the Board that other
Municipalities are considering withdrawing their investments from
MBIA and re-invest elsewhere.
For the record it was noted the Town has in excess
of $2 Million invested with MBIA at this time.
Considering the status of MBIA at this time
combined with the additional information as provided by Mr. Shaw,
Mrs. Leavitt requested permission to seek alternative means of
investment for the Town's funds. Mr. Youland inquired if the money
was to be moved if all of it would be re-invested or if some would be
left with MBIA? Mrs. Leavitt noted it would be the Board of
Selectmen's decision to make. Mr. Terreri noted that the Board of
Selectmen have a duty to take care of the Town's money and didn't
personally want to be responsible for lost revenues due to bad
investments.
Following this discussion Mr. Youland made a
motion to have Town Manager Eva Leavitt move the money invested with
MBIA to Androscoggin Savings Bank for the time being. Mrs. Goodwin
made a second to the motion and the vote was four in favor, Terreri,
Youland, House, and Bryant-Deschenes. Mrs. Goodwin abstained to avoid
any potential conflict, and the motion passed. Following this
discussion the Board began a review of the Budget process to date.
Mrs. Leavitt noted that due to one snowstorm, the Budget Committee's
review of requests might need an additional meeting later in
February. Mrs. Leavitt noted for the Board that the Budget
Committee's recommendation does not include the requested increase in
the Flex Benefit which would total $2,900 for all eligible, and, with
that in mind, each of the Departments' requests would be reduced by
the amount equal to the requested increase for the Flex Benefit.
There was some discussion regarding the reflection of the
Departmental request on the warrant, even if it doesn't match the
ultimate recommendation. The Board of Selectmen and Budget Committee
have been firm and consistent in the past to reflect an agreed amount
for their recommendations, however, Mrs. Leavitt expressed her
concern that the actual amount requested by the various Departments
be reflected, which Selectman Terreri supported as well.
Some discussion regarding the desire to iron out
any differences before producing the warrant that reflects the
request, it was noted that the preference is to "negotiate" with the
Departments and have all in agreement before Town Meeting. Following
this discussion, the Board reviewed the Budget items that have been
reviewed by the Budget Committee to date which included a line by
line review of each request and the Budget Committee recommendation
as follows: Public Officers: Mr. Terreri made a motion to approve the
amount recommended by the Budget Committee which is the same as the
request, Mrs. Goodwin made a second to the motion; and the vote was
unanimous. Mr. Terreri then made a motion to approve the EMA request
as submitted and Mrs. Goodwin made a second to the motion; and the
vote was unanimous. It was noted at this time that the Budget
Committee reduced the Highway Departments request for money for the
Highway Garage, however, Mrs. Leavitt cautioned that a reserve
account should be considered to maintain the garage before it becomes
too costly. STREET LIGHTS: Mr. Youland made a motion to accept the
Budget Committee's recommendation, which Mrs. Goodwin made a second
to; and the vote was unanimous. SOCIAL SERVICES: Mrs. Goodwin made a
motion to accept the Budget Committee's recommendation and Mr.
Youland made a second to the motion; and the vote was unanimous.
Noting no areas of differences for the LIBRARY, HISTORY, CEMETERIES,
ATHLETIC ASSOCIATION AND THE SNOWMOBILE CLUB, Mr. Terreri made a
motion to approve the recommended amounts and Mrs. Goodwin made a
second for the same and the vote was 4 in favor; Youland,
Bryant-Deschenes, House and Goodwin, one abstained to avoid potential
conflict - Terreri, and the motion passed. The remaining Budget items
have not yet been reviewed by the Budget Committee and will be
reviewed by the Board following those meetings.
There was some discussion regarding the
Paving/Construction request and it was noted that the vote at town
meeting last year was for less than the request; Mr. House noted that
the Board should support the request for Road Construction. Mr.
Youland noted that less is getting done annually due to increases in
costs and it was noted that previously paving costs were at $30/ton
and are now at $50/ton. In the past five years costs have doubled due
to the continuous rise in gas prices. Initially the Board of
Selectmen requested a reduction in the paving/construction line of
$25,000, but later recommended leaving that amount in. VACATION
REQUEST: Mrs. Leavitt requested vacation days for 2/21, 2/22, 2/25
& 2/26 and Mr. Terreri made a motion to approve the request with
a second made by Mrs. Goodwin and the vote was unanimous.
ROUTE 117/MANCINE ROAD: Mrs. Leavitt brought to
the attention of the Board the layout and taking done by MDOT for the
re-construction of Route 117, which involved a portion of a parcel
owned by the Town of
9. CONSIDERATION OF ANY OLD BUSINESS: WARRANT
ARTICLE: Mrs. Goodwin suggested a warrant article to allow any unused
funds from the Town Office Building Project to be used directly to
reduce taxes. The Board had minimal discussion at this time and will
address the issue once all payments have been made for the Town
Office project. BOAT LAUNCH -
10. CONSENT AGENDA: Mr. House reviewed the
Disbursement Warrants and recommended their approval. Mrs. Goodwin
will review for 2/19/2008. The minutes from 1/22/2008 were deemed to
be in order and there were no Abatements, Supplements or Veteran's
Exemptions to consider. Mrs. Goodwin made a motion to approve the
consent agenda as presented, Mr. Youland made a second to the motion;
and the vote was unanimous.
11. EXECUTIVE SESSION: None needed.
12. ADJOURNMENT: Mr. Youland made a motion to
adjourn at 10:35 pm, Mr. Terreri made a second to the motion; and the
vote was unanimous.
Respectfully submitted:
Sandra L Philipon
Assessing/Office Assistant