Town of Sebago
Board of Selectmen's Meeting
7:00 p.m., Tuesday, June 17, 2003
Town Office & Town Hall
I Call to Order
The meeting was called to order at 7:00 p.m. by Chairman, Ruth Douglas.
II Roll Call
Roll call was done by Recorder, Gail Irish. Present were Selectmen, Ruth Douglas, George Tinkham, Robert Irish, Jr., Ted Davis, and David Hague; and Town Manager, Rosemary Kulow.
Guests present were: Betty Tinkham; Fern & Diana Letellier; Maurice Davies; Joan Morford; Marjorie McAloney; Allen & Penny Crabtree; Public Works Director, Ted Shane; Recreation Director, Belisa Harriman; and Transfer Station Supervisor, Dick Clow.
III Elect Chairman of the Board of Selectmen
George made a motion to elect Ruth Douglas as Chairman of the Board. It was seconded by Ted. Motion carried.
IV Move to Town Hall to Discuss Town Hall Maintenance Issues
George made a motion to move to the Town Hall to discuss maintenance issues at 7:05 p.m. It was seconded by Ruth. Motion carried.
The list of maintenance issues are as follows:
•Town Office deck needs work
•Cedar trees at Town Hall gym entrance need trimming
•Window over gym door entrance does not close
•Masonry work at gym door entrance
•Replace handrails at gym door entrance
•Replace windows on east side of building
•Rusty roof at front entrance
•Vinyl side front entrance
•Front entrance doors need paint
•Replace doors to Fire Dept. at end of the building
•Latch to hold doors open in entryway
•Maintenance to cement entryway
•Basement windows leak and one out of frame
•Change filter in furnace frequently
•Electrical fixture needs repair in men's room
•Kitchen cabinets need painting
•Possibility of a programmable thermostat to regulate heat
•Latch installed to keep door shut at back of kitchen
•Ladies room needs painting
•Gym floor and stage dirty
•Paint heat duct at top of stairway to gym on ladies room side
•Repair hole in roof at back of gym
•Refinish wood in front of stage
V Return to Town Office Building to Resume Meeting
The meeting resumed at the Town Office at 7:20 p.m.
VI Adjustments to the Agenda
There were none.
VII Comments from the Public on Issues Not on the Agenda
Maurice Davies voiced his concern of the Veteran's Memorial Park plan that will be taking place as part of the Gateway Project. He felt that the only viable area used for the town functions that take place there, is gone. He also felt that if more town's people were aware of this plan, they also would be disappointed, and perhaps this should be brought to a Special Town Meeting for approval. Mr. Hague assured him that more land would be leveled off, and no final decisions have been made. He also said that if Mr. Davies had been present during the display, he would have gotten a better understanding of the lay-out. Ms. Kulow stated that when the Town applied for this grant, and received approval from the Board of Selectmen, an advertised invitation went out to the community for volunteers and public input.
Therefore, the people who participated, decided on this design. Mr. Irish told him that the information and designs were present at the Annual Town Meeting for the townspeople to vote on. Conservation Committee member, Diana Letellier, expressed her disappointment as well. She felt that the recommendations from the Conservation Committee were not being considered and questioned the purpose of the committee. Fern Letellier suggested that the Selectmen meet at the Park to reconstruct the boundaries. Mr. Davis suggested that all of the people that have been involved in the project meet to consider all input.
VIII Consideration of Consent Calendar
A. Approve Minutes of the June 3, 2003 Selectmen's Meeting
Sign Cable TV & Disbursement Warrant Ordinances Approved at Town Meeting
Approve Vacation Days for Town Manager
George made a motion to approve the consent calendar, A-C. It was seconded by Bob. Motion carried.
IX Reports from Town Officials
The Town Manager's report is attached.
Ms. Kulow informed the Selectmen of the dedication ceremony to recognize Myles Farrell for his construction of a dock at the Town Beach for the launching of boats. The presentation will take place on Sunday, June 22, 2003 at 1:00 p.m. Ms. Kulow also stated that Beach Attendant, Cindy McGeehan, has reported that beach- goers have been jumping off the new dock, and throwing rocks at it and from it. Selectmen proposed that Ms. Kulow along with Public Works Director, Ted Shane, work together to prepare the wording of a sign to be installed on the dock, to prevent any further misuse. One of the suggestions by Mr. Shane is "Dock for loading and unloading boats only."
Public Works Director, Ted Shane reported the following:
•Reinforce the need for a sign at the new dock at the Town Beach.
•Swim buoys temporarily installed, will adjust when water is warmer.
•Installed metal roofing on outhouses at Town Beach.
•Will be painting Town Beach outhouse soon.
•Painted crosswalk in front of Sebago Elementary School.
•Ongoing painting at Town Hall.
•Ongoing maintenance of town grounds and cemeteries.
•Picking up roadside brush.
•Installation of missing road signs.
•Meeting with Dana Watson about moving the buildings on the recently purchased town property
X Reports from Committees
Conservation Committee's report is attached. Conservation Committee member, Fern Letellier also reported that new member, Ron Tabor will help to locate a new trail through the existing nature trail on Douglas Mountain. Ron has also contacted the Snowmobile Club for volunteers to help out. Camp O-At-Ka has also expressed interest in the same, provided the undertaking occurs while the campers are still in town. Also, one of the 8x12 buildings that is now located on the lot on Convene Road recently sold by the Town, will be moved to a location at Douglas Mountain for use by the parking attendants, if they so desire.
George made a motion for the Conservation Committee to locate a trail through the Nature Trail. It was seconded by Ruth. Motion carried.
XI Old Business
A. Reconsider Bid for Tax-Acquired Property Located on Tax Map 10, Lot 33
George made a motion to reject the bid received for Map 10, Lot 33 and not consummate the process because not all abutters had been notified. It was seconded by Ruth. Ms. Kulow then presented the Board with the list of abutters that were notified. They are as follows: Vacchiano; Harriman; O'Donnell & Putnam; Allen; and Harnden. With that confirmation, George withdrew his original motion, Ruth withdrew her second, which resulted in a new motion by George to accept the bid in the amount of $13,551 from the Harrimans' for Tax Map 10, Lot 33. It was seconded by Ruth. Motion carried with a majority vote and Bob and David voting in opposition.
B. Authorize Town Manager to Sign Household Hazardous Waste Collection Agreement on Behalf of the Town
George made a motion to discuss the Household Hazardous Waste Collection Agreement. It was seconded by Ruth. George's main concern was how this expenditure will be tracked. Ms. Kulow stated that Clean Harbor has a cost list of disposal fees that will be used, and along with a representative from Sebago, the determination will be made. The Board will establish the fees for residents and property owners. The waste collection will take place on August 2, 2003 from 9:00 a.m. to 1:00 p.m. at the Raymond Elementary School. The discussion ended with George making a motion to authorize the Town Manager to sign the Household Hazardous Waste Collection Agreement. It was seconded by Ruth. Motion carried with Bob opposing.
C. Authorize Town Manager to Sign Community Gateway Grant Agreement on Behalf of the Town
Bob made a motion to authorize the Town Manager to sign the Community Gateway Grant Agreement on behalf of the Town. It was seconded by David. Motion carried with a majority vote, and George and Ted voting in opposition.
XII New Business
First Consideration of Order 03-14, Town of Sebago Financial Management and Investment Policies
George made a motion to table Order 03-14, Town of Sebago Financial Management and Investment Policies until it is fully understood and read, especially page 12 of the document. It was seconded by Ruth. Discussion followed. George's main concern was that the Board familiarize themselves with the operation of the investment policies in regards to what is appropriate for an undesignated fund balance. The town has reserve accounts sufficient to provide the town with a cushion if at any time there is a low cash flow period. Therefore the motion carried.
First Reading of Order 03-15, Town of Sebago Records Retention Policy
George made a motion to accept Order 03-15, Town of Sebago Records Retention Policy. It was seconded by Ruth. Motion carried.
Renew and Sign Contract with Naples Emergency Dispatch Center
George made a motion to sign a contract with Naples Emergency Dispatch Center. It was seconded by Bob. Motion carried.
Consider Waiving or Reducing Building Permit Fee for Sebago Elementary School Addition
George made a motion to discuss the building permit fee for Sebago Elementary School. It was seconded by Bob. George addressed his questions to Andy Madura, a representative from S.A. D. #61 in charge of the construction. George inquired as to how the other towns in the district handled similar situations. Mr. Madura said it varied in each town. The Town of Naples had issued a building permit at a reduced rate, whereas the Town of Casco had charged the going rate. The addition will be approximately 5700 square feet. The building fee will be $1400.00. The plumbing permit will not be altered. David suggested to cut the fee in half where the town has no fee schedule for commercial rates. Therefore, David made a motion to reduce the building permit fee from $1400.00 to $700.00. It was seconded by Bob. Motion
XII New Business (Continued)
Accept Alan Greene's Resignation as Fire Chief
Bob made a motion to accept Alan Greene's resignation as Fire Chief. It was seconded by Ruth. Motion carried.
Confirm Appointments of Fire Department Officers:
Chief - Kenneth Littlefield
Deputy Chief - Alan Greene
Captain Station 1 - Norman Storey
Captain Station 2 - Glenn Snow
Captain Station 3 - Scott Douglas
Lieutenant Station 1 - Allen Crabtree
Lieutenant Station 2 - Kenneth Tabor
Lieutenant Station 3 - Jason Schoolcraft
George made a motion to accept the appointment of Kenneth Littlefield as Fire Chief and not the other Fire Department Officers. It was seconded by Ruth. Discussion followed with George questioning whether or not the Selectmen had approved the Fire Department Officers in the past. Ms. Kulow stated the policy read that confirmation of the officers came from the Board of Selectmen, and Bob agreed that was what happened last year. Therefore, George amended his motion to appoint Kenneth Littlefield as Fire Chief and have Ken appoint his Officers. It was seconded by Ruth. Motion carried with Ted and David abstaining. George also inquired why Station #3 was being manned with a Captain and Lieutenant, as he understood that it was not being utilized. Allen Crabtree informed him that it was indeed being maintained
Appoint Members to the Fire Station Committee
In the Town Manager's report (attached) the following people have indicated interest in serving on the Fire Station Committee: Selectman, Bob Irish, Jr.; Budget Committee member, Allen Crabtree; Fire Chief, Ken Littlefield; Fire Fighter, Ed Fitzgerald; and Citizen-at-Large, Maurice Davies. After discussion, two changes were made. Selectman, David Hague, will replace Bob Irish, Jr., and Budget Committee member, David McCarthy, will replace Allen Crabtree.
George made a motion to appoint the following to the Fire Station Committee: Selectman, David Hague; Budget Committee member, David McCarthy; Fire Chief, Ken Littlefield; Fire Fighter, Ed Fitzgerald; Citizen-at-Large, Maurice Davies; and Town Manager, Rosemary Kulow. It was seconded by Ruth. Motion carried with Ted abstaining.
Schedule Meeting with Budget Committee
George made a motion to schedule a meeting with the Budget Committee and the Selectmen on Tuesday, July 29, 2003 at 7:00 p.m. It was seconded by Bob. Motion carried.
Discuss Maintenance of Town Buildings
George made a motion to discuss the maintenance of town buildings. It was seconded by Ruth. Discussion followed with George stating that he would like to set a time table and obtain cost estimates for the projects that have been proposed for the Town Hall. He also would like to see the projects completed before fall, and then move on to another building. David inquired about the expectations of getting these projects done during the summer months. Public Works Director, Ted Shane, will develop a work plan for the next Selectmen's meeting.
Appoint a Selectman to the Tax-Acquired Property Committee
George made a motion to appoint Bob Irish, Jr. to the tax-acquired property committee. It was seconded by Ruth. Motion carried.
Discuss Time for Selectmen's Meetings
George made a motion to hold the Selectmen's meetings at 4:00p.m. on Tuesdays. It was seconded by Ruth. Discussion followed with Bob expressing his opposition to the meeting time. He felt that most people that live in town, work out of town, therefore can not make 4:00 p.m. meetings. He also stated that almost all of the area towns hold their meetings in the evenings. Ted Davis felt that Selectmen's meetings are primarily for the Selectmen to discuss issues without audience participation, and should only last for about an hour. There is however, a time during the Selectmen's meeting, for the public to express their opinions. Motion carried with Bob and David opposing.
XIII Other Business
George made a motion to sign the application for a license to operate games of chance (Lucky 7's and the Wheel game) for Sebago Days. It was seconded by Ted. Motion carried.
Deputy Clerk, Gail Irish, requested that the Selectmen come to the Town Office on Saturday, June 28, 2003, to sign the warrant to complete fiscal year 03.
Selectman, Bob Irish, Jr., asked George who authorized him to allow a load of mortar sand to be hauled in to the Veterans Memorial Park, as he felt it should have been a decision for the whole Board and not one person. George responded that he made the decision. Bob also questioned the validity of a vote that took place at the Annual Town Meeting on Article #4, concerning wages, salaries, and stipends for town officials. He had watched a tape of the meeting, produced by LRTV, and questioned George on his vote. George had not seen the tape, therefore would not comment.
George made a motion to pay Transfer Station Supervisor, Dick Clow, a ten- hour holiday, and sick day. It was seconded by Ruth. Dick works 4 ten- hour days a week, therefore thinks his time off should be ten hours. According to the Personnel Policy, eligible employees receive 8 hours of pay for holidays, personal, and sick time. Ms. Kulow felt that where peoples' work day varies, eight hours is an average, and is fair for everyone. David felt that if you only work a six- hour day, you should not get paid for eight. After much discussion George retracted his original motion; Ruth retracted her second. Ted then made a motion to pay Transfer Station Supervisor, Dick Clow, a ten- hour personal day. It was seconded by George. Discussion followed with Bob amending the motion to read that employees will be paid
personal days according to the hours they normally work during the day. It was seconded by Ted. Motion carried. The main motion was then voted on and defeated.
XIV Move to Executive Session per M.R.S.A. Title 1, Sec. 405 (F)
George made a motion to move to Executive Session at 10:25 p.m. It was seconded by David. Motion carried.
XV Return to Open Session
The Board returned to Open Session at 10:26 p.m.
XVI Any Necessary Action on Executive Session Issue
David made a motion to approve Concealed Weapon permit s #03-25, and #03-26. It was seconded by George. Motion carried.
George made a motion to adjourn at 10:27 p.m. It was seconded by Ted. Motion carried.
These minutes are not verbatim. A recording of the proceedings is available in the Clerk's office.
Deputy Town Clerk