MONDAY AUGUST 17, 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. Dennis Richardson, Mr. Richard Keene, Mr. Kurt Youland, Mr. Jeff Timberlake, Town Manager Eva Leavitt, several members of the North Turner Church and other residents with interest.

 

2. ADJUSTMENTS TO THE AGENDA: Mrs. Leavitt made note of an inspection done by the Department of Labor recently. No items to add.

 

3. DISCUSSION GAR HALL: Prior to beginning any discussion Chairman Terreri cautioned those present regarding procedure for the meeting and stressed the need to be recognized before any discussion began. Mrs. Leavitt began the discussion by referencing various ways the GAR Hall has been used during recent years. It was noted that the Town recently paid for some repairs to the building and does insure the building, however, having been voted at a Town Meeting in 1983 to transfer ownership of the building to the North Turner Church, it was discovered that the transfer was never executed. It was further noted that no written use agreement exists for the GAR Hall, as there are for other Town owned buildings. Resident and Church member Ira Goodwin was present to represent the interest of the North Turner Presbyterian Church and he handed out an information packet to the Board members, (see copy attached). Mr. Goodwin explained that the Church assists in many areas of town including the Community House and the Food Bank, both located in North Turner. Mr. Goodwin noted that the Church operated for many years with the assumption that the transfer of ownership took place in 1983 as directed through the vote at Town Meeting. It was discovered approximately 4 years ago that the transfer of the property to the Church was never executed at a time when the Presbyterian Church USA was reviewing all owned assets and the North Turner Church was in jeopardy of being closed.

 

Mr. Goodwin offered detailed notes on the many improvements the Church and its members have made to the hall over the years. Mr. Goodwin noted also that the GAR Hall has it's own funding source separate from the Church so when items need attention the money is taken from that account. It was further noted that if funds aren't available in their account the members generally find a way to come up with the funds necessary. Discussion included noting that many residents do "in kind" donations for the GAR Hall such as Mrs. Patricia Libby who generally handles cleaning the hall when needed and manages the key for any events held at the hall. Noted was the fact that when suppers are held any fees collected are voluntary and not set. Discussion included noting the need to establish a "committee" to handle the day-to-day operation of the hall perhaps similar to the BQMC Committee. The result of this discussion ended in an agreement to establish a committee with a minimum of 3 members, which could also be members of the church.

 

Mr. Terreri suggested that perhaps a member of the Board of Selectmen become a member of the committee, however, all agreed that the Board will be kept informed on the committee's activities, and Mr. Terreri requested that any interested parties complete the Town's Committee Candidate Application. Mr. Youland noted also that any consideration for major repairs be filtered through the Board of Selectmen before taking any action. The structure of the committee will be worked out with Town Manager Eva Leavitt. Following was a brief discussion regarding the repairs needed on the roof of the GAR Hall; which Mrs. Leavitt indicated bids have already been solicited and received, and money was appropriated at Town Meeting. It was noted that the suggested method is the same rubber coating that was applied to the BQMC building and the quote was $4,200. Mr. Timberlake then made a motion to authorize a committee of 3 to be formed to oversee the GAR Hall and work with Town Manager Eva Leavitt for the structure of the committee, Mr. Keene seconded the motion, and the vote was unanimous.

 

4. AWARD TREE CUTTING BID: Mrs. Leavitt referenced the breakdown of the bids received for the work needed on Staples Road as follows:

 

T T Tree $2,500

 

Greg Roy $3,650

 

Gard C Twitchell $5,800

 

Mrs. Leavitt noted that all three contractors have previously done work for the Town and Mr. Keene questioned if any complaints were received from work done by T T Tree on Wilson Hill Road previously. Mrs. Leavitt noted that yes she received some complaints regarding the clean up after trees were cut and, noted also were some concerns from Highway Foreman Charlie Poland indicating some need to supervise the work by T T Tree. Mrs. Leavitt then noted that Mr. Roy did work on the County Road, Fish Street and the East Hebron Road and that Public Works was satisfied with his work with one concern regarding flag people, however, it was quickly resolved. Mr. Twitchell previously did work on the Conant Road and the work was done in a timely manner. Of the three bidders, Mr. Roy was present and was recognized by Chairman Terreri. Mr. Roy noted to the Board that T T Tree is not a licensed arborist and should not be doing work on public roads. Mrs. Leavitt was prepared with a written definition of an arborist and noted that the Town does require proof of liability insurance for any contractors who do work for the Town prior to any work beginning.

 

Mr. Youland noted the difference in the quotes received and that the Town has done business in the past with other contractors that aren't licensed arborists, Mrs. Leavitt then noted that this type of work might be considered to be on the lines of logging. Following the discussion Mr. Youland made a motion to award the bid to T T Tree for $2,500, Mr. Keene seconded the motion and discussion resulted in Mr. Roy lowering his bid from $3,650 to $3,100. The vote for Mr. You land's motion was 1 in favor, Youland and three opposed, Richardson, Keene and Timberlake. The motion failed.

 

Mr. Timberlake inquired if Mr. Roy would lower his bid even more, however, Mr. Roy noted he couldn't lower it any further. Mr. Timberlake then made a motion to award the tree-cutting bid to Mr. Greg Roy for $3,100, Mr. Keene seconded the motion, and the vote was unanimous.

 

The Board agreed to take item 6 out of order.

 

6. APPOINTMENT TO ROAD COMMITTEE: Mrs. Leavitt noted that a vacancy has existed on the Road Committee for a few years and resident Tom Perkins expressed interest in serving on the committee and attended the most recent meeting. Mrs. Leavitt further noted that Mr. Perkins has relevant experience to bring to the board and did complete an application for consideration. Mr. Timberlake made a motion to appoint Mr. Tom Perkins to the Road Committee, Mr. Keene seconded the motion, and the vote was unanimous.

 

5. TAX COMMITMENT: Mrs. Leavitt presented the tax commitment as discussed at the 8/3/2009 meeting and the mil rate was set at 13.40/$1,000 of value. Mr. Youland made a motion to accept the tax commitment as presented, Mr. Timberlake seconded the motion, and the vote was unanimous.

 

7. TOWN MANAGER'S BUSINESS: 7-1 Q & A WEEKLY MEMO: Mr. Terreri inquired whether or not the video from the Transfer Station gave any clues to the recent theft of metal and Mrs. Leavitt noted that the surveillance equipment we presently have doesn't cover the entire area. It was suggested that Mrs. Leavitt look into the cost for additional equipment at the Transfer Station. Board members noted compliments received since the building at North Main Street was torn down. Mr. Keene inquired about obtaining additional cold mix and Mrs. Leavitt noted that we obtained additional material at the same price as the original purchase. 7-2 WORK HOURS - ADMINISTRATION: Mrs. Leavitt noted that Buckfield and Mechanic Falls have both made some adjustments in their office hours in attempts to save money and that the Highway Department in Turner does 10 hour days during the summer months which saves the Town some money. Mrs. Leavitt indicated that some of the measures save from $35,000 - $50,000/ year. Mr. Keene commented that Buckfield is smaller than Turner so fewer hours could work there. Mrs. Leavitt suggested that this be discussed when the Selectmen review the Personnel Policy in the fall as work hours are outlined in the Policy. No action at this time 7-3 NIMS/FREEDOM OF ACCESS TRAINING: Mrs. Leavitt referred to Ross Gagne who was present and stated that he has scheduled Wednesday August 19th 6:30 - 7:00 for the required training for Mr. Youland, Mr. Richardson and Mr. Timberlake. 7-4 DIVIDEND CHECK MMA: Mrs. Leavitt made a formal announcement for receipt of a dividend check from the town's insurer, Maine Municipal Association in the amount of $1,462. 7-5 VACATION REQUEST WEEK OF 8/24/2009: Mrs. Leavitt requested permission to take 8/24/2009 through 8/28/2009 as vacation time; which the Board approved.

 

8. CONSIDERATION OF ANY OLD BUSINESS: None

9. CONSENT AGENDA: Mr. Richardson requested an amendment to the minutes as transcribed from 8/3/2009 to correct the donation Mr. Keene intended regarding the ice skating rink. The correction should read that Mr. Keene agreed to pay ½ the cost of the plastic for the project. The disbursement warrants were reviewed by Mr. Terreri who recommended their approval. Mr. Timberlake will review the disbursement warrants for Tuesday September 8, 2009. There were no abatements or supplements or Veteran's Exemptions to consider. Mr. Timberlake then made a motion to approve the consent agenda with the amendment as noted, Mr. Keene seconded the motion, and the vote was unanimous.

 

10. EXECUTIVE SESSION: None needed

 

11. ADJOURNMENT: The Board adjourned by mutual consent at 8:42 pm.

 

Respectfully submitted:

Sandra L Philipon

Assessing/Office Assistant