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Board of Selectmen Minutes 03/12/2007
I       Call to Order
        The meeting was called to order at 7:20 p.m. by Chairman, Allen Crabtree.
                                
II      Roll Call
Present were: Selectmen; Allen Crabtree, Jeff Harriman, Maureen Harriman, Bob Irish Jr., Dave McCarthy, Town Manager; Bob Nicholson, and Recorder, Michele Bukoveckas.  Guests present were: Don Olden, Don Allen, Jim Libby,  Eugene and Ellen Rowe, Fire Chief; Kenneth Littlefield, Public Works Supervisor; Dan Nowell, Deputy Clerk; Maureen Scanlon, and Mike Corrigan of the Bridgton News.
        
III     Adjustments to the Agenda  
        Town Manager, Robert Nicholson added Review RFPs for Sand Salt Shed to New Business.
        
IV      Reports from Town Officials & Committees
A.      Town Manager
a.      Intro of Deputy Clerk
        Bob Nicholson introduced Maureen Scanlon as the new Deputy Clerk.  Bob stated that Maureen has been busy taking minutes at the Budget Committee and C.I.P. Meetings.  She also will be assisting the Public Works Department, Code Enforcement Officer, and Planning Board.  We are very lucky to have her aboard.

b.      Intro of Public Works Director
        Bob Nicholson introduced Dan Nowell as the new Public Works Supervisor.  Bob stated that Dan has already made great strides in the overall operations of the department.

c.      Time line (Budget, Annual Report, Town Meeting, School Budget)
        Bob stated that the budget is progressing well.  He feels that the final review will be done on March 21, 2007. Bob stated that a draft warrant for the Annual Town Meeting will be ready for presentation on March 28, 2007.  The Board will also be holding a Public Hearing on the Building Ordinance at that time.  The goal is to have the final draft of the Town Meeting Warrant ready for the April 11, 2007 Board of Selectmen’s Meeting.  This will enable us to get the Annual Report to the printers by April 23, 2007 to be returned by May 3, 2007.

d.      County Assessing Information
Commented on a letter from Gordon Billington, Town Manager of Standish, regarding regionalization of assessing services within Cumberland County.  Cumberland County was awarded a federal grant to research such a collaborative.  Through a series of meetings with Cumberland County Town Managers, Robert Finnegan was hired to conduct the study.  Mr. Finnegan will be contacting town offices in Cumberland County regarding our current assessing practices.

e.      C.I.P. Withdrawal
        To be discussed later.


B.      Selectmen
        There were none.




C.      Department Heads        
Fire Chief, Kenneth Littlefield addressed the Board regarding FEMA grants the Town had been awarded.  Ken stated that the grants enable the Town to purchase items that they feel are necessary for the department. Board members expressed that although grants allow the town to purchase needed items, grants can cause towns to incur costs down the road such as replacement, repair and liability.  Board members felt that applying for grants should be part of the CIP and/or Purchasing Policy in order to better plan the outcome of the grant should it be awarded.  The Board would like to discuss this issue at their next meeting on March 28, 2007.
        
D.      Committees
        Allen Crabtree stated that the Community Disaster Committee will be meeting on March 14, 2007 to review the draft agreement with the Red Cross to use the Town Hall as a shelter until a better solution is found.  The agreement will be presented to the Board at a later date.  
        

V       Next Board of Selectmen’s Meeting is scheduled for:  
                        March 19, 2007-Budget Workshop
                        March 28, 2007-Board of Selectmen Meeting/Public Hearing
                        April 11, 2007-  Board of Selectmen Meeting

VI      Comments from the Public
Eugene Rowe of Safe Harbor Road addressed the Board.  Mr. Rowe inquired if the Town was going to have a Harbor Master Ordinance.  Town Manager, Bob Nicholson stated that he has been collecting comments from residents regarding this issue.  The Board instructed the Town Manager to research area towns regarding Harbor Master Ordinances, policies, enforcement of ordinances.
        
VII     Written Communication
A.      Approval of the February 8, 2007 Selectmen’s Meeting Minutes
Jeff Harriman made a motion to approve the February 8, 2007 minutes. It was seconded by Bob Irish Jr.  Motion carried.

VIII    Old Business
A.      Pandemic Flu Policy update
        Bob Irish Jr. made a motion to table.  It was seconded by Dave McCarthy.  Motion carried.

B.      Discussion of Draft Building Ordinance
        Bob Irish Jr. made a motion for discussion.  It was seconded by Maureen Harriman.  Town Manager, Bob Nicholson stated that the Planning Board reviewed the draft and had no changes.  It was understood that Appendix C would remain enforced until the development and acceptance of a Land Use Ordinance.  It was suggested that the ordinance be sent to Maine Municipal Legal Department for review.  Other changes included:
ü       Include our current definitions.
ü       Page 3, Sec. 8-Language to allow the Board of Selectmen to review/change fees without effecting or re-adopting entire ordinance.                 
ü       Page 3, Sec. 7-remove the wording where as.
ü       Page 3, Sec. 6-Capitalize Code Enforcement Officer
ü       Appendix A-correct spelling of Upgrades.
                                                                                
IX      New Business
                A.      Impact Fee Ordinance
        Jeff Harriman made a motion for discussion.  It was seconded by Maureen Harriman.  Town Manager Bob Nicholson stated that he and Code Enforcement Officer, Jim Smith had reviewed an earlier proposed edition as well as samples from other Towns.  Impact fees are established to help offset costs associated with growth and development.  Bob Nicholson stated that the Town should communicate with the Planning Board in developing an Impact Fee Ordinance.  The ordinance should establish where the fees would go, as well as be part of the Land Use Ordinance.  Bob Nicholson will research this issue in more detail and report back to the Board at a later date.

                B.      Discussion of Purchase Policy Procedures (Grant Application Review)
        Maureen Harriman made a motion for discussion.  It was seconded by Jeff Harriman.  Bob Nicholson stated that language had been added regarding the grant application process.  Bob also stated that a grant application (Appendix A) had been added to the policy.  This application would have to be submitted to the Town Manager.  It was agreed that prior to applying for a grant, the Board should review the process and see what impact if any it would have on future budgets.   Bob Nicholson stated that he had presented the policy to Maine Municipal Legal Department and received positive feedback.

                C.      RFP Audit Services
        Bob Irish Jr. made a motion for discussion.  It was seconded by Jeff Harriman.  Town Manager, Bob Nicholson stated that he had drafted RFPs for auditing services.  He stated that he would like the RFPs back by May 3, 2007.
Some highlights of the proposal include:
ü       Consultation of GASB 34
ü       Requires the Auditor to report annually to the Board and offer suggestions for improvement.
ü       Break down costs associated with the audit.
ü       Explain their methodology
ü       Requires at least 3 years experience.
The Board suggested the following corrections:
ü       Page 1, 1st paragraph, remove the word “Chartered”
ü       Page 2, 3a refers to a Section II, Audit Standards which does not exist.
ü       Page 3. M.-time limits are not specified in Sect. 3 (c).
ü       Page 4. Sec. 7.  Second sentence the word four should be three.
There being no further corrections, Jeff Harriman made a motion to proceed with the Auditing RFPs.  It was seconded by Maureen Harriman.  Motion carried.

                D.      C.I.P. Committee Appointments
        Dave McCarthy made a motion for discussion.  It was seconded by Maureen Harriman.  Bob Irish Jr. made a motion to appoint Dave Hague, Greg Smith and Mike Foye to the C.I.P. Committee.  It was seconded by Dave McCarthy.  Motion carried.

        Dave McCarthy made a motion to remove the Voting Tabulating Machine from the C.I.P. list.  It was seconded by Maureen Harriman.  Motion carried.

E.      RFP Sand & Salt Storage Facility
        Bob Irish Jr. made a motion for discussion.  It was seconded by Jeff Harriman.  Town Manager, Bob Nicholson stated that Eric Grondahl of Professional Engineering & Design drafted the RFP and did a great job.  Points of interest include:
ü       Requires bidders to submit 2 bids.  One for a 5,000 cubic yard shed and one for a 5,700 cubic yard shed.
ü       Town is responsible for site work, paving of mixing pad, obtaining a demo dumpster and portable toilet,
ü       Obtain all permits
ü       Establish temporary power.

Other changes/corrections made by the Board of Selectmen included:
ü       Page 1, 1st paragraph, second sentence-remove “wood trusses with wood frame”.  This makes the RFP too restrictive.
ü       Page 1, remove requirement of “overhead door”.  
ü       Page. 1, Alternate Number 2-define “what we are looking for”.  State the storage capacity.
ü       Require that the Town Manager and Board are notified of any changes or alterations in the engineering plans.
ü       Page 5, Retainage-Retain 10% until satisfactory completion of the project.
The Town Manager will pass on these changes to Mr. Grondahl.

X       Executive Session pursuant to M.R.S.A. Title 1 § 405 (6) (A) to Discuss a Personnel Matter
Dave McCarthy made a motion to move into Executive Session pursuant to M.R.S.A. Title 1 § 405 (6) (A) to Discuss a Personnel Matter at 10:02 p.m.  It was seconded by Bob Irish Jr.  Motion carried.

Jeff Harriman made a motion to reconvene at 10:47 p.m.  It seconded by Maureen Harriman.  Motion carried.  There was no action taken during Executive Session.
                

XI      Adjournment
Bob Irish Jr. made a motion to adjourn at 10:48p.m.  It was seconded by Jeff Harriman.  Motion carried.


Respectfully submitted,



Michele A. Bukoveckas
Town Clerk