BOARD OF SELECTMEN MEETING

 

MINUTES MONDAY MAY 5, 2008

 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 Mrs. Jody Goodwin, Mr. Richard Keene, Mr. Lawrence House, Town Manager Eva Leavitt and several member of the community with interest. Selectman Kurt Youland will be late for the meeting. Mr. Youland arrived at 7:15 pm

 

2. ADJUSTMENTS TO THE AGENDA: Mrs. Leavitt requested two additional items be added to the Managers' Business 1. Resignation and 2. Letters to former TCA Executive Directors Jennifer Wadsworth and Robert Gibson. Mrs. Goodwin made a general announcement to those present noting that former resident Carlyn Biscoe has passed away.

 

3. DISCUSSION OF DRAFT LETTER REGARDING FPL LICENSING: Mrs. Goodwin noted to the Board that the letter as required for licensing for FPL is still in the drafting stages and not yet available, however, she noted that FPL has a May 16th deadline to file and the Board of Selectmen will need to meet formerly to vote on those documents once received. The Board of Selectmen won't meet again until 5/19/2008, which is after the deadline, has past. It was determined that a special meeting of the Board of Selectmen will be called once the documents have been received and it was determined that a 3:30 pm meeting will be used.

 

Mrs. Goodwin noted that the Town would have 30 - 45 days to discuss the final plan sometime in August regarding any proposed improvements.

 

4. BEACH COMMITTEE APPOINTMENTS: Mrs. Leavitt brought to the Board's attention the fact that the present Beach Ordinance requires that a Board of Directors be established for maintenance of the Public Beach. Mrs. Leavitt noted to the Board that in past years securing volunteers to lock and unlock the gate has been a challenge, and, out of (11) volunteers last year, she only has (7) committed for the coming season; and maintaining a Board of Directors has not been very successful, and, therefore, she is recommending some changes be made to the Ordinance. Mr. Terreri questioned why the Town would be giving away passes to the beach to volunteers of the Town and Mrs. Leavitt explained that a prior board thought is was a way to say thank you to those volunteers. Mrs. Leavitt noted that departments such as Fire and Rescue rely heavily on volunteers and this is a way to thank them. It was noted also that in most cases the volunteers didn't mind and still contributed for a beach pass.

 

Mrs. Goodwin made several suggestions for additional amendments to the existing ordinance specifically under Item IV - section B - Sanitation: Mrs. Goodwin focused on disposable diapers and noted that appropriate swimming diapers are now available and work well to contain waste.

Another area discussed was Section V: VIOLATION & PENALTY: It was suggested that a sentence be added to the fine aspect which would state: "or the cost of damages to public property". Mrs. Leavitt made note of the requested changes and will advertise as a public hearing, which will be necessary to amend this ordinance. No further action at this time.

 

5. AWARD OF FUEL OIL BID: Mrs. Leavitt noted that she sent bid requests to 16 various businesses and only received one bid from Murray Oil. She noted that she did call Blanchard's Cash Fuel to see if they were interested in submitting a bid and they declined to do so. Mrs. Leavitt also noted that Maine Power Options may be another option for the town, however they require thousand gallon minimum on propane and this being the first season in the new building, there is no real way to estimate what might be used. Maine Power Options will open their bids May 20th, and it was noted that the price through Maine Power Options last year was slightly higher than what was received locally. It was noted that the bid price as provided by Murray Oil expires May 8th and the Board noted that using the rack price for the current year cost us a lot of money and there is no way to determine what might happen over the next year. Murray's bid for a fixed price is $3.56/gallon fuel oil, and it was the Board's opinion that this is a good deal at this time, not knowing what might happen over the next year. Mr. Youland made a motion to award the bid to Murray Oil Company for $3.56 fixed price, Mrs. Goodwin seconded the motion; and the vote was unanimous. Mr. Youland then suggested that the Town request bids for propane from Blanchard's Cash Fuel, Murray Oil and Western Maine Transportation

 

6. PERSONNEL POLICY REVIEW: Initial discussion was on the probation section of the personnel policy and there was discussion regarding the evaluation process used for a new employee. Mr. Terreri reminded the Board that the State of Maine is an "at will" State and can release an employee without cause during the probationary period. Mrs. Leavitt noted that new employees are monitored closely and an informal review is done approximately 6 months after employment. Mr. Keene noted that it's in everyone's interest to provide an evaluation about 90 days into the new job then again just before the six-month period is ended. Mrs. Leavitt noted that for the Highway Department the probationary period is one year to allow the Foreman and Road Commissioner enough time to observe the employee throughout both the winter and summer season. Several other areas of the policy were discussed one focusing on consistency in wording, the other major issue the Board discussed is the total allowed accrual of sick time which at this time is 120 days. Mrs. Goodwin noted that this benefit should not become a "pay out" upon separation from the Town and is a large expense to the Town. The Board discussed several aspects of the personnel policy proposed amendments that will be addressed again at the May 19th meeting. No action at this time.

 

7. TOWN MANAGERS' BUSINESS: Q & A WEEKLY MEMO: None, however the Board did note the colored pictures included in this week's memo. Mrs. Goodwin questioned a Code Enforcement Issue noted in the memo regarding a homeowner on Johnson Hill Road. Mr. James Driscoll is the resident who CEO Roger Williams is working with and Mrs. Goodwin questioned if Mr. Driscoll was operating his business from his home.

 

Mrs. Leavitt noted that Mr. Driscoll does remodeling among other aspects and has several pieces of large equipment, which Mr. Driscoll has been in the process of looking for alternate storage for. It was noted that Mr. Driscoll has also spoken with town planner John Maloney to inquire about what his options might be for storing his equipment. No action needed at this time.

 

Mrs. Goodwin extended congratulations to Laurel Gagne, Rodney Guptill and Tracey Grioux who all received real heroes awards recently through the Red Cross. Mrs. Goodwin questioned whether or not the report of a lost piece of granite

 

from the dam was in fact real and Mrs. Leavitt reported that upon further investigation, EMA Director Ross Gagne noted the dam did not loose any granite.

 

FINANCE REPORTS: Mrs. Leavitt noted that the balance sheet looks good for this point in the fiscal year. It was reported also that there is still grant money available for Nickerson Overlook and Mrs. Goodwin will shop to replace some of the shrubs/flowers that didn't last. Mrs. Leavitt reported that the Town Office Reserve Account is still being drawn down. Mr. Youland noted that the layout for the parking lot at the Town Office building would be done within the week probably Tuesday morning. Mrs. Goodwin questioned the overdraft stated for the Leavitt Institute Building in the amount of $5,800 and Mrs. Leavitt noted that the LIB would need to request release of funds from the Board of Selectmen to cover their expenses. Mrs. Leavitt noted the same three accounts being overdrawn, Winter Roads, Highway Garage and General Assistance. It was noted that the excise tax revenue is slightly less than projected, however, Mrs. Leavitt noted that June is a large truck month. Mrs. Goodwin questioned if the Town incurred any major expense as a result of the rain received recently and Mrs. Leavitt noted there was none to report. RESIGNATION: Mrs. Leavitt noted to the Board that employee Carol White-St. Pierre tendered her resignation effective May 15th. Mrs. Leavitt announced there would be a thank you party to say goodbye on May 15th at noon. LETTERS: Mrs. Leavitt read the two letters she drafted to acknowledge both Mrs. Wadsworth and Mr. Gibson for their efforts with the TCA. Mrs. Goodwin left the meeting at 8:50 pm for a family matter.

 

Mrs. Leavitt noted to the Board that there have been some recent changes to the Legislature that allow members of the Board of Selectmen to make some notes during executive session and any notes taken are not public record. Mr. Terreri requested that Mrs. Leavitt provide copies to the Board for future reference.

 

8. CONSIDERATION OF ANY OLD BUSINESS: DAVIS FAMILY FOUNDATION LETTER: Mrs. Leavitt referenced a letter as drafted by LIB member John Zocchi regarding the Davis Family Foundation grant money received and, following limited discussion, Mr. Youland noted that Mr. Caldwell should sign the letter as well as Town Manager Eva Leavitt, which he developed into a motion which was seconded by Mr. Keene and the vote was 3 in favor, Youland, Keene & House, (Mrs. Goodwin not present for this vote.) POLICY FOR RENTAL OF LIB: Mrs. Leavitt referred to the Draft Policy as presented by Mrs. Goodwin at the April 22, 2008 meeting noting only one slight change and, with that Mr. Youland made a motion to adopt the policy for rental of the LIB space as drafted, Mr. Keene seconded the favor and the vote was unanimous by those voting members. Mr. Youland made a motion to forward the Policy for Rental of LIB to the Institute Board, Mr. House seconded the motion; and the vote was unanimous

 

9. CONSENT AGENDA: Mr. Keene reviewed the disbursement warrants with the assistance of Chairman Angelo Terreri and recommended their approval. Mr. House will review the disbursement warrants on May 19th. The minutes were deemed to need one amendment on item 6 regarding cold mix, which was incorrect. Mr. Youland asked that it be corrected and, to save on paper, Mr. Terreri noted only one copy would be necessary at the next meeting. Ms. Philipon asked if a review by Town Manager Eva Leavitt would be enough and it was agreed. Ms. Philipon presented one Veteran's Exemption Application for resident Harold Small and one abatement for personal property for Adrian Wadsworth. It was noted that the personal property tax bill was for equipment sold at auction in April 2006. The Board was in favor of granting the abatement. Mr. House made a motion to approve the consent agenda with the correction to the minutes, Mr. Keene seconded the motion; and the vote was unanimous.

 

10. EXECUTIVE SESSION: None needed

 

11. ADJOURNMENT: Mr. Youland made a motion to adjourn at 9:08 pm, Mr. Keene seconded the motion and the vote was unanimous.

 

Respectfully submitted:

 

Sandra L Philipon

Assessing/Office Assistant