MONDAY AUGUST 16, 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 and the Pledge of Allegiance was said. Those present were Mr. Dennis Richardson, Mr. Lawrence House, Mr. Richard Keene, Mr. Jeffrey Timberlake and Town Manager Eva Leavitt.

 

2. ADJUSTMENTS TO THE AGENDA: Mrs. Leavitt requested one item be added to the Agenda regarding an application to the Maine Community Foundation, and the Board agreed to discuss the item with the Town Manager's business. Mr. Keene also requested a discussion regarding an unnamed road off the Holbrook Road and the Board agreed to discuss with the Town Managers' Business.

 

3. TAX COMMITMENT: Mrs. Leavitt noted there are two options for the new mil rate following one additional adjustment to the total value. The second option would increase the mil rate an additional .05 cents per thousand. There was some discussion among the Board members regarding the fact that a mil rate as voted on at the last meeting and was also noted in the newspaper; so the mil rate of $13.66 should be used. Mrs. Leavitt noted that with the reduction in value and keeping the mil rate at 13.66 as voted previously would result in a much lower overlay; which covers any abatements that may be necessary. Mrs. Leavitt then requested comments on the lower overlay amount to Assistant Sandra Philipon for some insight to the possible impact overall. Following some additional brief discussion Mr. Timberlake made a motion to keep the mil rate set at $13.66 with the overlay amount that is reflective of the lower mil rate. Mr. Keene seconded the motion and the vote was three in favor, Keene, Richardson and Timberlake and one opposed House. The motion passed.

 

4. BID AWARD ROAD SIDE MOWING: Mrs. Leavitt noted that only one bid was received for the roadside mowing project; which was from A Hood & Son for $75 per hour. Mrs. Leavitt noted that the Town of New Gloucester is currently paying $100/hour for the same type of work. Mrs. Leavitt noted that Mr. Hood was awarded the bid last year and did a good job. Discussion included a suggestion that consideration should be made regarding the purchase of the equipment necessary for the Public Works Department to do the roadside mowing. Mr. Timberlake inquired how much has been appropriated for this work and Mrs. Leavitt noted approximately $6,500. There was discussion regarding time being charged if and when any breakdowns may occur if the town pays by the hour, and there is no guarantee all 50 + miles of roadside that needs mowing would get done. A suggestion was made to limit the number of hours for completion and Mr. Timberlake inquired whether or not the tractor has an hour meter? Mrs. Leavitt wasn't certain of the equipment on the tractor. Mr. Keene then made a motion to award the bid to A Hood & Son, Inc, however, no one seconded the motion and it failed. Additional discussion generated a motion from Mr. Keene to award the bid to A Hood & Son Inc at $75/hour with a cap of $6,500, Mr. Timberlake seconded the motion.

 

Further discussion resulted in an amendment to the motion by Mr. Keene to include a minimum of 45 miles of roadside mowing be completed with the $6,500 cap, Mr. Timberlake amended his second and the vote was unanimous.

 

5. BID AWARD - TIDSWELL ROAD CULVERT INSTALLATION: Mrs. Leavitt noted she requested proposals from 6 contractors, 4 contractors attended the on site review and only 2 proposals were submitted and, Mrs. Leavitt noted both bids were high. Mrs. Leavitt noted it is now possible for the town's public works department to do the necessary work. It has been estimated that the work would only take one day, and Mrs. Leavitt noted that the Tidswell Road needs to be closed during the process. Mr. Timberlake made a motion to have Public Works do the culvert installation on Tidswell road, Mr. Keene seconded the motion. Discussion included a note that some notice must be given to residents in the area of the proposed date, the vote was unanimous.

 

6. REVIEW INTERNET POLICY: Mrs. Leavitt noted that the Internet Policy currently in place has some outdated information. Mr. Terreri noted that the policy should reflect definitions for items such as: social networking, twitter and/or face book, to name a few. Mr. Richardson made a suggestion regarding all electronic messaging. No action at this time.

 

7. REVIEW PURCHASING POLICY: The Board reviewed the current policy and it was noted that Paragraph C) of the Scope of the Policy should contain some additional working that evidence of costs solicited to at least three vendors should be submitted to the Town Manager. The Board also requested some additional wording on paragraph D) in that the open bid process

 

should be presented to the Board of Selectmen. Mrs. Leavitt will provide a draft with some additional suggested wording, no action at this time.

 

7A. OLD BUCKFIELD ROAD: Mr. Keene noted a small section of road off the Holbrook road at the town line is approximately 16.5' wide and is unidentified. Mr. Keene further noted that on the Minot end of this road it is developed. Mrs. Leavitt noted she hasn't found any documents, which may or may not provide proof that Turner discontinued its portion of this road. Mrs. Leavitt noted that Public Works Foreman Charles Poland suggests the town take the formal action necessary to discontinue this portion of the road. Mrs. Leavitt will research more and report back to the Board.

 

8. TOWN MANAGERS' BUSINESS: 8-1 Q & A MEMO: Mr. Keene verified a note regarding the Town's back up inspector Harris Bradeen, whose certification expires in 2013 and, he has informed Mrs. Leavitt he will not seek to renew his certificate. Mr. Timberlake noted the prices received for the Bradford Road area paving project and Mrs. Leavitt noted that two verbal quotes were received. 8-2 TRI-TOWN WORKSHOP AGENDA ITEMS: Mrs. Leavitt noted that the meeting is scheduled for 9/16/2010 beginning at 6:00 pm at the Green Town Office and representatives from the School District have been invited. An update on the county dispatch issue will be provided. Mr. Richardson inquired whether the School District would return any funds to lower costs in view of funds recently awarded as part of a stimulus package. Mrs. Leavitt inquired who is planning on attending the Tri-Town meeting and, at this time all plan to attend.

 

8-3 PUBLIC WORKS VEHICLE LIST: Mrs. Leavitt noted that the 1993 Chevy Van was given to the Town and is not presently being used and should be removed from the fleet. Mr. Timberlake suggested trying to sell it through Keenan Auction as a previous attempt through Keenan proved to be somewhat profitable. Mrs. Leavitt noted to the Board also that the 2004 Sterling dump truck is in need of some major repairs and Murray has provided an estimate of $4,548. The 2000 Chevy was also discussed and it was noted this unit is used frequently by Public Works, but needs some repair. Mr. Richardson suggested running this vehicle until it can no longer get an inspection sticker. Mr. Terreri made a motion to have the 1993 unit sold at auction through Keenan Auction Company, Mr. Keene seconded the motion and the vote was unanimous. 8-4 MAINE COMMUNITY FOUNDATION GRANT APPLICATION: Mrs. Leavitt noted a grant application has been made in behalf of the Town and the Maine Community Foundation requires acknowledgement that, if a grant is approved the Town will accept the funding for the Town House. Mr. Timberlake made a motion to accept any grant money awarded for the Town House Project, Mr. House seconded and the vote was unanimous. 8 - 5 COUNTY BUDGET COMMITTEE: Mrs. Leavitt reminded the Board that the Androscoggin County Budget Committee Nominating meeting would be held 8/23/2010 at 6:00 pm at the Greene Town Office. It was noted that an elected official must be present to nominate a resident.

 

9. CONSIDERATION OF ANY OLD BUSINESS: 9-1 PERSONNEL POLICY 9-2 DRUG FREE WORKPLACE POLICY: Mrs. Leavitt noted she anticipated receipt of both documents from the attorney, however, they haven't yet been received. Mr. Richardson made a motion to table both items, Mr. Keene seconded the motion and the vote was unanimous.

 

10. CONSENT AGENDA: The minutes from 8/2/2010 were deemed to be in order. Mr. Timberlake reviewed the disbursement warrants and recommended their approval. Mr. House will review for Tuesday September 7th. There were no Veterans Exemptions to consider and no Abatements or Supplements. Mr. Keene made a motion to approve the consent agenda as presented, Mr. House seconded and the vote was three in favor, Timberlake, House & Keene, and one abstained, Richardson.

 

11. EXECUTIVE SESSION 1 M. R. S. A. ss 405 (6) (A): Mr. Timberlake made a motion to enter executive session as stated at 9:00 pm, Mr. Keene seconded and the vote was unanimous. Mr. Richardson made a motion to come out of executive session at 9:50 pm, Mr. Keene seconded and the vote was unanimous. No action taken

 

12. ADJOURNMENT: The Board adjourned by mutual consent at 9:51 pm.

 

Respectfully submitted:

 

Sandra L Philipon

 

Assessing/Office Assistant