MONDAY MAY 4, 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. Richard Keene, Mr. Jeffrey Timberlake, Mr. Kurt Youland, Mr. Dennis Richardson and Town Manager Eva Leavitt.

 

2. ADJUSTMENTS TO THE AGENDA: None needed

 

3. MDOT ACQUISITION OFFERS: Mrs. Leavitt referenced the three parcels of land involved with the re-construction of Route 117 that the State has made offers on for the easement work to be done. One on the East entrance to the Town Office, one at the Boat Launch area and one near the Town House. The total offer for the three parcels is $1.000.00 and Mr. Youland made a motion to accept the offers as presented, Mr. Timberlake seconded the motion, and the vote was unanimous. Following some brief discussion Mr. Youland made a motion to authorize Town Manager Eva Leavitt to sign the agreements with the Maine Department of Transportation (MDOT), Mr. Keene seconded the motion, and the vote was unanimous.

 

4. DECLARED RATIO (CERTIFIED) HOMESTEAD REIMBURSEMENT: Mrs. Leavitt deferred the discussion to Assessing Assistant Sandra Philipon for an explanation of the Town's Declared Ratio for the coming tax year which is reflected by sales data as reviewed by Maine Revenue Services which is 18 months behind the Town's fiscal year. The current year's ratio is 79% of market value, and the new ratio will be 75% of market value; which will reflect a $9,750 reduction in taxable value as opposed to a $13,000 reduction in taxable value if the town were at 100% of market value. Following a brief discussion Mr. Keene made a motion to approve the declared ratio, Mr. Youland seconded the motion, and the vote was unanimous.

 

5. ROOFING - GAR HALL: Mrs. Leavitt referenced the quote received from Dave's Roofing for repairs to the roof at the GAR Hall in North Turner and noted this is the same type of material that was used on the roof at the Boofy Quimby Hall, with the same contractor. Mrs. Leavitt further noted that Mr. David Harrington Jr. is the only company in Maine that uses this type of material. The quote from Dave's Roofing is $5,275 for sealing, prep work and the rubber roof coating. Mr. Richardson questioned if the Town owns the building and whether or not the Town should be responsible for this type maintenance and Mrs. Leavitt noted that at the annual Town Meeting in 1983 the Town voted to give the hall to the North Turner Presbyterian Church, however, the deed was never executed. Mrs. Leavitt further noted that the town does insure the building as well and that the cost of these repairs were discussed during the budget process when requests were made for historic buildings, however, Mr. Richardson noted that the GAR hall is rented out for various functions yet there are no records of the revenue in the Town books.

 

Mr. Timberlake noted that it might be best to re-visit the issue and execute the deed properly.

 

Mrs. Leavitt explained some of the various uses of the hall and noted there is no use agreement in place between the Town and the Church who oversees the building, and it was further noted that there might be other Town owned buildings that don't have use agreements in place. This item was tabled for more information. Discussion resulted in the Board of Selectmen requesting a copy of the 1983 town meeting vote and a request for the Town Manager to contact the Church to inquire if there is interest in having the deed executed. Mr. Terreri also suggested that perhaps the Deacons of the Church be invited to a Selectmen's meeting to discuss the GAR Hall. No action at this time.

 

6. LIQUOR LICENSE RENEWAL APPLICATION - ANTIGONI'S PIZZA: Mrs. Leavitt referenced the application received from Antigoni's. Mr. Keene inquired if the license was just for malt or other alcohol; Mrs. Leavitt noted the license is for malt (beer) only. Noting no issues during the past year Mr. Youland made a motion to approve the renewal liquor license application for Antigoni's Pizza, Mr. Timberlake seconded the motion, and the vote was unanimous.

 

7. TOWN MANAGER'S BUSINESS: Q & A WEEKLY MEMO: Mrs. Leavitt commented on an uncommon amount of dumping on private property particularly Lone Pine Road and Wood Street, where it was noted that the Public Works Department has picked up large quantities of trash, tires, and other materials. Some limited discussion regarding the possibility of closing the road; which Mrs. Leavitt noted would mean an approximate 1-mile detour and it was suggested that the Town contact the Sheriff's Department and the State Police to patrol the area. There was some additional discussion regarding the possibility of a battery operated camera, however, it was determined that the noise made by the camera would alert anyone to what might be happening. Mr. Terreri inquired how frequently the Town realizes that materials have been dumped, and Mrs. Leavitt indicated dumping occurs 3 - 4 times per year. No action at this time. Mr. Keene commented on the drag box given to the Town from the town of Greene, and Mrs. Leavitt noted the box can be hooked to the back of truck to spread sand or most any type of material evenly. Mrs. Leavitt indicated that the lawn area around the Town Office sustained damage during the winter months from the salt used, however, this will be discussed later in the agenda. Mrs. Leavitt noted for the Board that the old Rescue Unit has already been sold for $21,000 and the money has been received. 7-2: FINANCE REPORT: Mrs. Leavitt noted that the recent tax due date resulted in a collected amount of $430,000. Mrs. Leavitt noted that the Rescue Reserve account will be updated once interest has been posted and that excise tax collection although low is higher than last year at this time. Other areas noted were the Fire Department's budget, which will be close; the Public Works Garage could do better on some of their supplies if they shopped for better pricing. Mr. Youland noted that if Paving & Construction has a balance remaining the Road Committee would request that the balance is carried forward. In general Mrs. Leavitt noted that the overall budget balance is being carefully monitored. 7-3 TAX RATE ESTIMATE: Mrs. Leavitt referenced the worksheet provided as a proposed estimate for the new tax rate; which appears may be reduced over last year even without a totally accurate reflection of the property value as there is still some mapping to be done which will add to the overall value.

 

7-4 REVIEW OF FEES CHARGED: Mrs. Leavitt presented the chart, which reflects the fees presently charged for various items through the Town Office, noting that some fees are set by the State. Following limited discussion Mr. Youland made a motion to keep the fees as they are, Mr. Keene seconded the motion. Mr. Richardson noted that he would like to see the fee for non-residents hosting dances be increased by $25.00 as most of the non-residents using the facility are doing so to raise money. Mr. Youland withdrew his first motion then made a motion to approve the fee scheduled with the rate of $1.00 for the road map copies and a $25.00 increase bringing the rental fee up from $275.00 to $300.00 for non-residents hosting dances, Mr. Keene seconded by motion and the vote was unanimous. 7-5 BQMC RESERVE FUND: Mrs. Leavitt noted two building improvements necessary in the building, the first being the carpet in the entryway needs to be replaced which she got a quote of $485 for the all the work in the entryway from a Mr. Donaldson whom she has used for other jobs in town. Also noted was the need to replace the electrical panel in the building due to continued overloads that occur during events and she has contacted Ray the Electrician who quoted $500 to add an additional panel to the existing one. The Board thought the amount was very reasonable considering the amount of work for the job to be completed. Mrs. Leavitt further noted that two exit lights need to be replaced as well and requested permission to use $1,181 out of the building reserve fund to cover the costs. Mr. Youland made a motion to move forward with the necessary repairs as outlined, Mr. Keene seconded the motion, and the vote was unanimous. 7-6 TOWN OFFICE RESERVE FUND: Mrs. Leavitt noted some repairs needed on some of the lawn area around the Town Office that was damaged during the winter months and requested permission to take the cost out of the Reserve Fund for the Town Office. There was discussion regarding whether or not money could be used from Parks & Recreation, however, it was noted that the new building is only a year old and proper maintenance for the lawns needs to be done and could be necessary for a couple of years. Mr. Youland made a motion to allow the use of $495.40 from the Town Office Reserve Fund for the lawn area, Mr. Keene seconded the motion, and the vote was unanimous.

 

8. CONSIDERATION OF ANY OLD BUSINESS: 8-1. FISH STREET: Mrs. Leavitt noted to the Board she has had several meetings with various engineers to put a project description together for the repairs on Fish Street and indicated there is more than one funding option. One option would be FEMA mitigation, which requires a plan with a scope of the work needed; with the costs associated and noted that eligibility for this type of funding is to resolve a repetitive erosion problem. It was noted also that the Auditor would want the costs of the project segregated on a balance sheet. Mr. Youland noted that $10,000 - $12,500 for an engineered plan isn't that much money and it was noted that the associated engineering costs could be used from Paving and Construction. Mr. Timberlake then made a motion to approve all required phases of the engineering costs for Fish Street be taken from Paving & Construction, Mr. Richardson seconded the motion, and the vote was unanimous. Mr. Timberlake then made a motion to authorize the Town Manager to enter into an agreement with an engineering firm for the scope of work on Fish Street, Mr. Keene seconded the motion, and the vote was unanimous. 8-2 LANDFILL MOWING: Mrs. Leavitt noted that US Lawns declined acceptance of the bid for providing work for just the landfill in the amount of $230.00. There was some discussion regarding how the bids specs would be done differently next year, which would include both the Town owned properties and the landfill.

 

Mr. Richardson made a motion to offer the mowing of the landfill to GLC Inc for $600, Mr. Keene seconded the motion. Discussion resulted in the motion being withdrawn by both Mr. Richardson and Mr. Keene. Following some additional discussion Mr. Richardson made a motion to authorize town manager Eva Leavitt to negotiate a price not to exceed $600 to mow the landfill, Mr. Keene seconded the motion, and the vote was unanimous.

 

9. CONSENT AGENDA: The minutes from April 21, 2009 were deemed to be in order. Mr. Keene reviewed the disbursement warrants and recommended their approval. Mr. Richardson will review the disbursement warrants for May 18, 2009. There were no Veteran's Exemptions to consider, but there was one abatement request necessary for an incorrect bill sent to Tygris Financial Solutions. The company handles some leased equipment, however, one item billed to them was for the Towns' photocopier in the amount of $95.15. Following limited discussion Mr. Keene made a motion to approve the consent agenda as presented, Mr. Richardson seconded the motion, and the vote was unanimous.

 

10. EXECUTIVE SESSION: None needed

 

11. ADJOURNMENT: Mr. Keene made a motion to adjourn at 8:38 pm and the vote was unanimous.

 

Respectfully submitted:

 

Sandra L Philipon

 

Assessing/Office Assistant