MONDAY MAY 17, 2010

 

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. Lawrence House, Mr. Richard Keene, Town Manager Eva Leavitt and Assistant Rescue Chief Ross Gagne. Selectman Jeffrey Timberlake was absent.

 

2. ADJUSTMENTS TO AGENDA: None needed

 

3. BID AWARD - CULVERTS: Mrs. Leavitt referenced the culvert bid results as follows:

 

E J Prescott Inc $15,271.60

 

Paris Farmers Union $15,356.00

 

Northland Tru Value $17,576.92

 

W H Shurtleff $18,547.71

 

Lowes $25,222.59 (belled end)

 

$24,666.64 (plain end)

 

Following a brief review of the bids received Mr. Keene made a motion to award the bid to E J Prescott Inc for $15,271.60, Mr. Richardson seconded the motion. Discussion included a note that AVCOG won't have their results for another wee and Mrs. Leavitt was encouraged to speak with E J Prescott for a potential lower price. The vote was unanimous for the bid as provided by E J Prescott Inc for $15,271.60.

 

4. BID AWARD - FISH STREET PAVING: Mr. Keene inquired whether or not it might be wise to wait a little longer before awarding the bid for Fish Street, however, it was noted that timing is important due to grant money the Town has received. Mr. Keene then made a motion to award the bid for the Fish Street project to Rampart Bituminous for $10,913, Mr. Richardson seconded the motion. Discussion included a note from Mrs. Leavitt regarding an on site review of the project with the bidders, and that Maine Emergency Management Association representative Joanne Mooney have been notified regarding the riverbank erosion and sinking. Mr. Richardson inquired whether or not Mr. Kurt Youland has inspected the area, and Mrs. Leavitt noted Mr. Youland has not inspected the area again. The vote was unanimous.

 

5. BID AWARD - COLD MIX MANUFACTURING: It was noted that the Road Committee suggested that this project be discussed with Highway Foreman Charles Poland. It was noted that the price this year is $49.20/cubic yard over last years price of $43.90/cubic yard. Mr. Keene made a motion to award the bid to Rampart at $49.20/ cubic yard, Mr. House seconded the motion. Discussion included requesting that Mrs. Leavitt speak with Tom from Rampart to seek a possible lower price, the vote was unanimous.

 

6. REVIEW PROPOSALS - CLEAR CUT AT TOWN PIT: Mrs. Leavitt noted there is approximately 2 - 3 acres of hardwood at the Town Pit that Highway Foreman Charles Poland requested to be cut. She noted she has received a couple of quote which would include chips, and that the Town would be responsible for removing any stumps that remain. Discussion resulted in a motion by Mr. Richardson to put the cutting out to bid, Mr. Keene seconded the motion and the vote was unanimous.

 

7. CERTIFIED RATIO DECLARATION: Mrs. Leavitt referenced the Certified Ratio document required annually which reflects what percentage of market value the towns' assessment is valued at. The town is currently at 75% of market value and the new ratio will reflect 77% of market value. It was noted also that this ratio is reflected in any exemptions allowed such as the Veteran's Exemption and the Homestead Exemption. Ms. Philipon noted for the Board that the State has reduced the amount of the Homestead Exemption from $13,000 down to $10,000. The new ratio will reflect an exemption of $7,700, which is down from $9,750 per dwelling unit from last year, which means an additional $2,050 in taxable value per unit. Mr. Richardson made a motion to approve the certified ratio as outlined, Mr. Keene seconded the motion and the vote was three in favor, Richardson, Keene and Terreri, and one opposed, House. The motion passed.

 

The Board took item 11-2 GAZEBO FUND OUT OF ORDER: Ms. Paula Anderson and Mrs. Annette Leavitt were present to discuss the Gazebo Fund as established. Mrs. Leavitt noted for those present that the Town voted at the annual town meeting to accept the "gift" of the Gazebo to be built in honor of Mavis Varney. The Town also voted to raise and/or appropriate $3,000 towards the construction of the Gazebo. Mrs. Leavitt further noted that a "reserve account" has been established to collect any donations towards the project. Ms. Anderson is now concerned with how the funds are maintained and that no one can access any of the funds without Town Meeting approval. Ms. Anderson expressed concern regarding any funds for programming costs once the construction is complete. The Board acknowledged for Ms. Anderson and Mrs. Leavitt that the initial reserve account was established basically for the construction. Discussion then also noted the need for a Board to be established to oversee the continued use of the Gazebo, and, it was noted that MSAD 52 has requested that an amended deed be prepared to include the Gazebo once constructed. To date, the town has a written agreement with MSAD 52 to have the Gazebo constructed on School property while reserving the right to monitor any activities. The Board urged Ms. Anderson to compile a list of possible Board members who are willing to serve in the capacity of overseeing the overall activities of the Gazebo once constructed and present it for their 6/7/2010 meeting. The Board outlined to the best of their ability the difference between becoming a Town Board and/or to establish themselves a private non-profit group. No further action.

 

8. ANNUAL REVIEW - FEE CHART: Mr. Terreri made a motion to table at this time until the June 7th meeting, Mr. Keene seconded the motion and the vote was unanimous.

 

9. APPOINTMENT - ELECTION CLERKS: Mrs. Leavitt presented a list of recommended Election Clerks to serve for the next two years as follows: Democratic Party: Janet Irish, Joyce Moulin, Joanne Giard, Nadia Quimby and Gail Roberts. For the Republican Party: Carman Foster, Karen Wilcox, Jolene Brooks, Joyce Moores, Sheila Richardson and Dulsie Varney. There were no candidates for the Green Independent Party. Mr. Richardson made a motion to appoint the list of Election Clerks as presented, Mr. Keene seconded the motion and the vote was unanimous.

 

10. TOWN MANAGERS' BUSINESS: It was noted that the Quad-Town Selectmen's workshop is scheduled for Thursday May 20th in Sabattus, Mr. Richardson noted he would be out of town and unable to attend. Mr. Keene, Mr. House, Mr. Terreri and Mrs. Leavitt will meet at the Town Office at 5:15 pm to travel together 10-2 RESCUE UNIT REPAIR: Mr. Gagne noted to the Board that the unit needs a new transmission and they have received an estimate of $4,250. The unit is presently parked and the Town won't be billed for any repairs until after July 1st.

 

10-3 SALE OF GLASS CRUSHER: Mrs. Leavitt noted that she has an opportunity to sell the glass crusher located at the Transfer Station, and she noted that the attendants are not very happy with the new unit and have had the old one repaired. It was noted the Town paid $1,700 for the unit and the Board gave authorization to Mrs. Leavitt to pursue the sale of the unit. 10-4 TAX RATE CALCULATION: Mrs. Leavitt noted that although the final Assessing information is incomplete the School Budget figure is now known which makes the mill rate calculation somewhat more accurate and, with the present figures it appears as though a rate of $14.25/$1,0000 of value may be used. Taxes are generally committed in August. 10-5 REQUEST TO CARRY VACATION TIME: Mrs. Leavitt noted to the Board that her contract allows for her to carry up to 7 (seven) unused vacation days to the next Fiscal Year with approval, and she requested permission to use vacation time on 5/19, 5/21, and 5/24 and 6/18, plus two other days and then carry any unused balance forward. Mr. Richardson made a motion to approve the four days requested, Mr. Keene seconded the motion. Mr. Richardson did inquire how unused vacation time is handled for other employees; and it was deemed to be the Personnel Policy, however, Mrs. Leavitt noted that her position is governed by a contract, and the contract provides for an option to carry 7 days if approved and there may be 4 days left at year-end. The vote was unanimous.

 

11. CONSIDERATION OF ANY OLD BUSINESS: 11-1 PERSONNEL POLICY: Mrs. Leavitt noted that legal counsel is currently reviewing the proposed amendments to the Personnel Policy. 11-2 TOWN HOUSE PROJECT: Mrs. Leavitt noted for the Board that there would be a story in the Country Courier that will highlight the bid process. 11-3 GAZEBO FUND: Previously addressed. Mr. Richardson acknowledged his review and recommendation for approval of the disbursement warrant and then left the meeting at 8:37 pm

 

12. CONSENT AGENDA: The minutes from 5/3/2010 were deemed to be in order. There were no abatements/supplements or Veteran's exemptions to consider. Mr. Terreri will review the disbursement warrants for 6/7/2010. Mr. Keene made a motion to approve the consent agenda as presented, Mr. House seconded and the vote was unanimous.

 

13. EXECUTIVE SESSION 1 M. R. S. A. ss405(6)(D): Mr. Keene made a motion to enter executive session at 8:46 pm, Mr. House seconded and the vote was unanimous. Mr. Keene made a motion to come out of executive session at 9:00 pm, Mr. House seconded the motion and the vote was unanimous. Mr. Keene made a motion to sign the contract as negotiated, Mr. House seconded the motion and the vote was unanimous by those present.

 

14. ADJOURNMENT: The Board adjourned by mutual consent at 9:08 pm.

 

Respectfully submitted:

Sandra L Philipon

Assessing/ Office Assistant