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. Richard
Keene, Mr. Lawrence House, Mr. Dennis Richardson, Mr. Jeffrey
Timberlake, Town Manager Eva Leavitt, Assistant Rescue Chief Ross
Gagne, Brenda Gagne, Chris Poland and resident Charlie Emerson.
2. ADJUSTMENTS TO AGENDA: Town Manager Eva Leavitt
requested a discussion regarding a paving machine at public works.
The Board agreed to discuss the item with the other Town Managers'
Business under item 10-4.
3. ELECTION OF CHAIRMAN &
VICE CHAIRMAN - ADOPT RULES OF PROCEDURE & APPOINTMENT OF LIAISON
FOR BOARDS/COMMITTEES: Mr. Keene made a motion to nominate Mr.
Terreri as Chairman for the coming year, Mr. Richardson seconded the
motion, Mr. Terreri inquired if there were other nominations and,
noting none the vote was unanimous. Mr. Richardson made a motion to
nominate Mr. Timberlake as Vice Chairman, Mr. Keene seconded the
motion, and noting no other nominations the vote was unanimous. 3-A
RULES OF PROCEDURE: Mrs. Leavitt noted that the Board previously
adopted Roberts Rules of Order as a guideline. Mr. Keene made a
motion to adopt Roberts Rules of Order as a procedural guide, Mr.
Richardson seconded the motion and the vote was unanimous. Mrs.
Leavitt then made a suggestion for liaison to various boards as
follows: Mr. House - GAR Hall noting he is also currently a member of
that Board, Mr. Terreri made a motion to appoint Mr. House to the GAR
Hall as the liaison, Mr. Richardson seconded and the vote was
unanimous.
4. TOWN HOUSE PROJECT BIDS: Mrs. Leavitt noted
that a meeting was held with Engineer Tom Perkins, Jeff Timberlake
and Mrs. Leavitt to review the bid list as no bids were received for
the project as outlined. It was noted that some items were not
included in bids solicited after the fact such as the insulation,
steel posts and wire screen. The total projected cost for this
portion of the project would be approximately $43,050 and Mrs.
Leavitt noted that the Town currently has $36,700 with an additional
$12,000 approved through the Town Meeting process, which will be
available 7/1/2010. Additional discussion brought out that some
information on the jacking and leveling of the building was discussed
and Mrs. Leavitt noted that there might be two possible areas to draw
the additional money necessary for this phase from.
One area mentioned was Parks and the other area
mentioned was from Administration Building Repair and Mr. Timberlake
noted that the Town would then be spending more that what has been
budgeted, and taking from existing accounts isn't a good idea. Mr.
Richardson noted that the roof replacement was part of the original
request and both areas should be done as planned. Mrs. Leavitt suggest
she could speak with the people who bid the project and try to
re-negotiate with them and Mr. Timberlake cautioned Mrs. Leavitt to
speak with all bidders. Mr. Keene requested any further information
gathered be brought back to the next meeting.
5. GRASSED AREA MOWING BIDS: Mrs. Leavitt
referenced the sheet provided listing the various bids, which ranged
in price fro $6,890 to $63,000 with only five contractors bidding on
the landfill mowing. Mr. Timberlake noted the low bid received from
Matt Alexander of Yard Barber Services and stated that he was a
little apprehensive and would like to know where Mr. Alexander has
mowed commercially. The Selectmen noted a significant difference from
low to high, although Mr. Alexander's bid was only $310 lower than
the person who received the bid last year. Mrs. Leavitt offered to
contact Mr. Alexander for additional information and the Board agreed
it would be a good idea to speak with Mr. Alexander personally. Mrs.
Leavitt left the meeting to contact Mr. Alexander and reported back
that he was willing to come down to the meeting. The Board continued
with the meeting until Mr. Alexander arrived.
6. DISCUSSION - ATTORNEY TO REPRESENT TOWN -
APPEAL: Mrs. Leavitt noted that an appeal has been filed regarding
the Hannaford project Site Review as approved by the Planning Board
and a determination has been made between both parties that the
appeal will be heard through Superior Court, and the appellant filed
the appeal with both the Town and Superior Court. Mrs. Leavitt noted
for the Board that Attorney Norman Rattey
of Skelton, Taintor & Abbott, the
Town Attorney suggests the Town use Attorney William Plouff
for any necessary attendance or action throughout the process. Mr.
Richardson cautioned that if any attorney were present for any or all
aspects the town would be billed. Discussion among the Board members
noted that it is in the best interest of the town to keep the town
involved with the process. Mr. Richardson then made a motion to
retain Attorney Plouff to represent the
Town of
Further discussion resulted in a motion made by
Mr. Terreri to retain Attorney Plouff to
handle briefs and to attend any hearings only on an as needed basis,
Mr. Timberlake seconded the motion and the vote was unanimous.
7. RESIGNATION AND APPOINTMENT - ZONING BOARD OF
APPEALS: The Board of Selectmen reviewed a resignation submitted by
Mrs. Karen Youland from the Zoning Board of Appeals and a subsequent
application to be appointed to the Zoning Board of Appeals. The
resignation is a result of Mrs. Youland's husband Kurt being a member of the
Board of Selectmen when she was initially appointed and, as stated in
her letter of resignation, she truly desires to remain a member,
however, is seeking appointment through the existing Board of
Selectmen. Mr. Keene made a motion to accept Mrs. Youland's
resignation from the Zoning Board of Appeals, Mr. Timberlake seconded
the motion and the vote was unanimous.
Mr. Richardson followed with a motion to appoint
Mrs. Karen Youland to the Zoning Board of Appeals, Mr. Timberlake
seconded the motion and the vote was unanimous.
8. WARRANT & NOTICE OF ELECTION - MSAD #52:
Mrs. Leavitt referenced the warrant and notice of election as
provided by MSAD #52 for the budget vote as scheduled. Noted was the
date of 5/4/2010 for the tri town budget vote at
9. MAINE DOT REQUEST FOR OVER LIMIT PERMIT
INTERSECTION RTE 4 & RTE 219: Mrs. Leavitt referenced the request
from MDOT for the over limit permit for work to be done as noted
above and limited discussion resulted in noting that previous
requests for the same type of activity was denied. Mr. Terreri made a
motion to deny the request made, Mr. Timberlake seconded the motion
and the vote was unanimous.
10. TOWN MANAGER'S BUSINESS: 10-1 Q & A MEMO:
Mr. Keene provided the Board with a brief overview of the recent
transportation committee meeting he recently
attended and noted that the committee has agreed to continue meeting.
Mr. Keene offered the survey results revealed for the cost per mile
for road work, which was stated to be approximately $3,447/mile in
the winter and about $10/mile less in the summer. Mr. Richardson
inquired about the
RETURN TO ITEM 5 - GRASSED AREA MOWING BID: Mr.
Matt Alexander was recognized by the Board and Mr. Timberlake
inquired what type of equipment Mr. Alexander owns to do commercial
mowing and Mr. Alexander noted that he owns a John Deer 345 mower
with a 50" blade with a bag, also a power broom and various hand
tools.
Mr. Timberlake also inquired about any other
commercial mowing contracts Mr. Alexander has had and Mr. Alexander
noted he did the lawns at the Mobile located at 345 Center Street in
Auburn and has worked for Mr. Peter Gilbert - Custom Millworks and
Mrs. Leavitt tried to contact Mr. Gilbert for a possible reference,
without any success. Mr. Richardson expressed a concern that the
person who is awarded the bid also is willing to do the Landfill,
however, it was noted that the bid specs as outlined allow people to
bid one, or both. Further discussion regarding some of the mowing
aspects such as the ball fields brought out the fact that daytime
hours are required for the ball fields when there are games. Mr.
Timberlake made a motion to award the contract to Gilbert Lawn Care
for $7,200 with the Landfill for $700, Mr. Richardson seconded the
motion and the vote was 2 in favor Richardson, Timberlake, 2 opposed,
Keene, House, Mr. Terreri then voted against and the motion failed.
Bidder Chris Poland was in the audience and noted that he heard there
were problems with Mr. Gilbert who also had the bid for 2009. Mrs.
Leavitt noted that additional areas were added last year, which was
new and there was extremely wet weather, otherwise she had no issues
with the quality of work Mr. Gilbert gave the town. Mr. Keene noted
that he was willing to allow someone new to prove themselves,
however, the Board in general had some difficulty with the equipment
Mr. Alexander presently has to handle the various aspects of the
mowing bid. Mr. Keene made a motion to award the bid the Mr.
Alexander, Mr. House seconded the motion and the vote was two in
favor, House & Keene and two opposed Richardson & Timberlake,
Mr. Terreri voted against and the motion failed. Following additional
discussion Mr. Richardson made a motion to award the bid to Gilbert
Lawn Care for $7200 and to negotiate $600 for the Landfill, Mr.
Timberlake seconded the motion, however, Mr. Richardson then amended
his motion before a vote was taken to award the bid to Gilbert Lawn
Care for $7,200, Mr. Timberlake seconded the motion and the vote was
three in favor Richardson, Timberlake, Terreri, two opposed House,
Keene, the motion passed.
Mr. Timberlake then made a suggestion that the
Board offer the landfill mowing to Chris Poland of C
& C Lawn Care, however, Mr.
11. CONSIDERATION OF ANY OLD BUSINESS: 11-1
PERSONNEL POLICY The Board continued their review of the Personnel
Policy with Item 14 regarding drug & alcohol testing and
determined the need of an additional sentence regarding any accident
occurrence while working. Other review continued regarding
descriptions of sick time to be included once a final draft has been
approved. 11-2 RECYCLING CENTER DESIGN: Item tabled until next
meeting. 11-3 BQMC CITATION ISSUES: Mrs. Leavitt sought direction
regarding the outstanding citations at the BQMC facility noting that
the required painting has not been done. It was suggested by Mr.
Timberlake that various options be explored, however it was noted
that by at least getting the painting done the Town would be in
better compliance. The painting aspect as reviewed to date has
resulted in expensive quotes into thousands of dollars. Mr.
Timberlake noted a fear that ultimately the State will require the
Town to install a sprinkler system due to the types of use. No action
at this time.
12. CONSENT AGENDA: The minutes from 4/5/2010 were
deemed to be in order. Mr. Keene reviewed the Disbursement warrants
and recommended their approval. Mr. Richardson will not be at the May
3rd meeting and it was determined that Mr. Timberlake will review for
that meeting with Mr. Richardson reviewing for the May 17th meeting
instead. There were no Veteran's Exemptions, Abatements or
Supplements to consider. Mr. Keene made a motion to approve the
consent agenda as presented, Mr. Timberlake seconded the motion and
the vote was unanimous.
13. ADJOURNMENT: The Board adjourned by mutual
consent at10:00 pm
Respectfully submitted:
Sandra L Philipon
Assessing/Office Assistant