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Board of Selectmen Minutes 06/19/2007
I            Executive Session pursuant to M.R.S.A. Title 1 § 405 (6) (A) to Discuss a Personnel Matter
            Bob Irish Jr. made a motion to move into Executive Session at 6:02 p.m. pursuant to
             M.R.S.A. Title 1§ 405 (6) (A) to discuss a Personnel Matter.  It was seconded by Jeff Harriman.
            Motion carried with all in favor.          

             Bob Irish Jr. made a motion to close at 7:00 p.m.  Seconded by Jeff Harriman.  Motion carried with no  
              action taken and all in favor.

             Bob Irish Jr. made a motion to continue the Executive Session at the close of the meeting due to lack
              of time.  Seconded by Maureen Harriman.  Motion carried with all in favor.           

II      Call to Order
             The meeting was called to order at 7:08 p.m. by Chairman, Allen Crabtree.         
                        
III     Roll Call
             Present were Selectmen: Allen Crabtree, Jeff Harriman, Maureen Harriman, Bob Irish Jr., Abe Parker,
              Town Manager, Bob Nicholson and Recorder, Maureen Scanlon.  

              Guests present were: Don Olden Sr., Jim Libby, Maurice Davies, Don Allen, Joan Morford, Corinne
              Davis, Ann Burns, Bob Burns, Jason Greene, Phil Strike.
                
IV      Adjustments to the Agenda
             1.) Disbursement Warrant is to be added under New Business.  If the Board elects to approve as a
                   Town Policy, it will require Board action.

              2.) Section VIII (C.) should be changed to Grant Awards instead of Hawkes Road Grant Award since   
                    there are actually three grants being reviewed.

V       Written Communication
A.      Approval of the May 15, 2007 Selectmen’s Meeting Minutes
Jeff Harriman made a motion to approve the May 15, 2007 Selectmen’s Meeting Minutes.  It was seconded by Maureen Harriman.  Motion carried with all in favor.

                          B.          Approval of the June 2, 2007 Annual Town Meeting Minutes
Bob Irish Jr. made a motion to approve the June 2, 2007 Annual Town Meeting Minutes.  It was seconded by Maureen Harriman.  Motion carried with all in favor.

VI      Comments from the Public
              Mr. Don Allen asked why the Comments from the Public aren’t located lower on the agenda so that
              questions may be asked regarding issues that are discussed during the meeting.  Mr. Crabtree
              explained that any questions or comments that do not pertain to the established agenda are able to be
              discussed at this time.  Comments from the Public are also welcomed at the tail end of the meeting
              which actually provides two opportunities to the Public for expressing their concerns.  
         
        Mr. Jason Greene asked about the status of repairing the “washed out” roads throughout town.  Bob
              Nicholson explained that we have submitted paperwork to FEMA regarding the damages that were
              incurred during the April 19th storm.  He mentioned that our town is the first to have all of the proper
              paperwork submitted, and we have been informed that we will be receiving substantial funding from
              FEMA to help with the repair costs.  He further explained the plans for repairing the road damages
              throughout town and the projected schedule of these repairs.  Maureen Harriman suggested that an
              update on road conditions be put on the web site in order to communicate this information to the
              general public.  Mr. Nicholson stated that this will be done and mentioned that we have been putting
              any FEMA information we receive on the web site for public knowledge.

VII     Old Business - None

VIII    New Business
                
A.      Public Hearing on Public Safety Building Committee Recommendation
                                        Bob Irish Jr. made a motion for discussion.  Seconded by Maureen Harriman.  Motion
                                         carried with all in favor.

Chairman, Allen Crabtree opened the Public Hearing at 7:22 p.m.  Present were: Selectmen; Allen Crabtree, Jeff Harriman, Maureen Harriman, Bob Irish Jr., Abe Parker; Town Manager, Bob Nicholson, and Recorder, Maureen Scanlon.  
                              
                                         Guests present were: Don Olden Sr., Jim Libby, Maurice Davies, Don Allen, Joan  
                                         Morford, Corinne Davis, Ann Burns, Bob Burns, Jason Greene, Phil Strike.

                                        Mr. Nicholson presented a slide presentation on the Public Safety Building
                                         Committee’s findings regarding the advantages and disadvantages of each of the  
                                         three potential sites for this building.  After a thorough review by the committee, their
                                         recommendation to the Board is to select the first site (Town owned property adjacent
                                         to the Rescue Building) for the construction of the building.  

                                         Committee member, Maurice Davies, asked the Board to table this item with no
                                         action tonight.  He explained that after further consideration he feels that an
                                         additional site should be researched.  The site he suggested is the current location of
                                         Fire Station #2.  He also suggested staking out the footprint area of the building at
                                         Site #1 with ribbon, including the area for a handicapped ramp and driving access
                                         areas in the front and back area for a better understanding of how the building would
                                         actually sit on the property.  He explained different scenarios that he would like to
                                         explore with the committee before a final decision has been made by the Board.  

                                         Committee member, Jason Greene added that he has received input from most
                                         members of the Fire Department that also suggests using the current Fire Station #2
                                         location.

                                         Maureen Harriman asked why this was not discussed by the committee before
                                         tonight’s meeting?  Mr. Davies explained that the committee reviewed information
                                         that was presented to them as previously discussed by prior committee members.   
                                         Bob Irish Jr. stated that the location of Fire Station #2 was previously researched by
                                         prior committee members and found not to be a feasible location.  Quite a bit of
                                         discussion ensued regarding this matter.

                                         With the understanding that this is going to probably be the biggest project that the
                                         town will be undertaking for the next twenty years, Mr. Crabtree suggested that the
                                         options discussed this evening be researched before a final decision is made.

                                        Maureen Harriman made a motion to direct the Town Manager to reconvene the
                                         Public Safety Committee.  They are to review the Fire Station #2 location and the
                                         footprint of Site #1 with a follow-up workshop with the Board of Selectmen to review
                                         their findings.  Seconded by Jeff Harriman.  Motion carried with four in favor and Bob
                                         Irish Jr. abstaining since he is a member of the committee.   

                                         The public hearing adjourned at 8:25 p.m.




B.      Tax Acquired Property Committee Recommendations
Bob Irish Jr. made a motion to table this item.  
Bob Irish Jr. changed his mind and rescinded his motion to table this item.

Bob Irish Jr. made a motion for discussion.  Seconded by Maureen Harriman.  Motion
carried with all in favor.  

Bob Nicholson reviewed an issue regarding a piece of property that was foreclosed on due to non-payment of taxes.  This individual has stated that they were in the hospital for an extended period of time and is asking to be allowed to purchase back the property.  Mr. Nicholson asked the CEO to review the property for any safety issues that needed to be addressed.  He found a few minor problems that may need to be addressed if the property is put on the market for sale.  

After careful review of the situation by the Tax Acquired Property Committee, the Town Manager has presented their recommendation as follows; to sell back the property to the former owner for all current and back taxes including interest and associated processing costs with a thirty day period of expiration.  As of this date, the dollar amount totals $4,169.42 with interest accruing on a daily basis.  Discussion ensued regarding this matter.

Bob Irish Jr. made a motion to accept the recommendation of the Tax Acquired Property Committee.  Seconded by Jeff Harriman.  Motion carried with all in favor.
        
C.      Grant Awards
Bob Irish Jr. made a motion for discussion.  Seconded by Maureen Harriman.

Allen Crabtree briefly reviewed the Town’s policy regarding the process for applying for grants.  He explained that the Town has been awarded three grants which need to be reviewed by the Board of Selectmen.  Action is then required to either accept or deny them.  

Grant #1 - Community Needs Assessment planning project (HUD Community Development Block Grant – CDBG – program funds through the Cumberland County Community Development program.)  The Town has been awarded $8,500.00 with no matching funds required.  This funding is provided to study the needs of Senior Citizens in the community, such as a community doctor, assisted living facility, etc. This is an opportunity to understand the needs of our elders and accumulate data that may help to acquire future funding for potential needs.  

Maureen Harriman made a motion to approve/accept the grant funding.  Seconded by Bob Irish Jr.  Motion carried with four in favor and Abe Parker abstaining from the vote.  

Grant #2 – Lake Stewards Grant from the Portland Water District.  The Town has been awarded up to $2,500.00 with a requirement of 50% matching funds.  This funding is provided for implementing the recommended improvements to Hawkes Road as described in the Watershed Property Consultation report dated May 23, 2007.  

Maureen Harriman asked where the funds go when received?  Bob Nicholson reported that the funds are put into the Undesignated Fund and must be approved by the citizens at the annual Town Meeting to put into the operating budget.  
 
Bob Irish Jr. made a motion to approve/accept the grant funding.  Seconded by Jeff Harriman.  Motion carried with all in favor.     

Grant #3 – Narragansett Number One Foundation grant for Sebago Emergency Medical Services.  The Town has been awarded $5,907.00 with no matching funds required.  This funding is provided to purchase three automatic external defibrillators (AEDs) for the Sebago Emergency Medical Services.  These defibrillators will be located at the Sebago Elementary School, the Sebago Spaulding Library, and the Sebago Town Hall (site of the town recreation center, Food Pantry, Emergency Shelter, and senior lunch).  

Bob Irish Jr. made a motion to approve/accept the grant funding.  Seconded by Jeff Harriman.  Discussion – Bob Irish Jr. mentioned that flaws in the policy for approving grants have come to the attention of the Board of Selectmen.  The policy will be reviewed for fine tuning by the Board Members and revised/approved as required.  All information on grant applications will be collected and consolidated in order to maintain control over the process.  
 
Motion carried with four in favor and Abe Parker abstaining from the vote.

                          D.          Douglas Mountain Discussion
              Bob Irish Jr. made a motion for discussion.  Seconded by Jeff Harriman.
             
              Mr. Nicholson reviewed recommendations for improvements to the Douglas Mountain
              Trails.  Discussion ensued on the fact that if the Town Manager feels as though these
              recommendations meet the needs of the people while staying within budget, then he
              should implement the improvements without seeking Board approval.   

              Joan Morford suggested that since Parking Attendants will no longer be working full-
             time during weekdays, perhaps a letter should be sent out to the local campgrounds
              stating that they need to notify the Town Office if they plan to bring a large group of
              campers/hikers to the trails on a certain date so that attendant coverage may be  
              provided.  Mr. Nicholson will do this and noted that he is working with the two
              attendants to investigate ideas for improvements.  Joan Morford stated that she
              would be available to be on an Improvement Committee if needed.  The Board
              directed the Town Manager to investigate the reported problem of ATV use on the
              trails at some point.

E.             Sebago Day Discussion
             Maureen Harriman made a motion for discussion.  Seconded by Jeff Harriman.

              The Town Manager reviewed two letters from Ann Burns, Sebago Days Secretary,
              on behalf of the Sebago Days Committee.

              Mrs. Burns explained the details for the request to extend Sebago Days to include
              Thursday, July 19, 2007.  Discussion ensued regarding this matter.  Sebago Days is
              not a Town sponsored event, therefore, this is considered as an event in which the
              town property is available for use if not previously booked by another entity.  
              Insurance coverage is maintained by the Sebago Days Committee and since the site
              location is properly maintained by the town, no action is required by the Board.  
              
              The Town Manager reviewed the second letter regarding the request to make the
              Sebago Days Committee part of the town’s Recreation Department and how this
              action would impact the town government.  Mr. Nicholson will develop a synopsis
              looking at all angles while looking at the cost incurred for town labor (Public Works
              Dept.), etc.   
             
              Corinne Davis mentioned that she will now be working with the committee on behalf
              of the Town.  

              Maureen Harriman made a motion to Table this item until more information is
              available from the Town Manager as aforementioned with a target date for review to
              be in October 2007.  She also requested a letter from the Sebago Days Committee
              stating what the reasons are for their request.  Seconded by Bob Irish Jr.  Motion
              carried with all in favor.

F.             Disbursement Warrant
                                        The Town’s Policy on Treasurer’s Disbursement Warrants for Employee Wages and
                                         Benefits (Order 07-01) is reviewed and updated annually.  There was discussion on
                                         suggested revisions to this policy.  

Jeff Harriman made a motion to Table this item until the discussed revisions have been put into a draft copy and reviewed by MMA for accuracy.  Bob Irish Jr. seconded.  Motion carried with all in favor.

IX      Reports from Town Officials
A.      Town Manager
Mr. Nicholson mentioned that he will be submitting an updated report on the Sand & Salt Storage Facility Project at the next Board Meeting.

Mr. Nicholson welcomed Selectman Abe Parker to the Board.  He stated that Abe’s first few weeks in office have been very productive and he has really stepped up the challenge of reviewing the mountain of paperwork/information that Robert has given to him.  

Mr. Nicholson reported that the banking transition is moving along with no problems. Also, the new Auditors have started working with us and everything is moving along smoothly.  

Mr. Nicholson submitted for review an information sheet that will be posted throughout the community to advertise the Household Hazardous Waste Collection Day that will be held on Saturday, July 7th.  This information is posted on the town’s web site, included in the Shopper’s Guide, and distributed to individual’s at the Transfer Station.

Mr. Nicholson reviewed plans for maintaining the Beach properly from this day forward.  One major change is that there will not be a full-time attendant at the Beach throughout the day.  Corinne Davis will be doing “spot checks” throughout the day and week.  The Public Works Department personnel also check in every morning to make sure everything is up to par.  Discussion ensued regarding this subject and the matter of how repeat violators will be addressed.
  
B.      Selectmen
Mr. Crabtree distributed information for review on the SAD #61 School Administrative Reorganization Act.  He attended the meeting last night with Selectmen Jeff Harriman and Abe Parker.  He briefly reviewed the expectations of the State.  Discussion ensued on this matter.  

Mr. Crabtree reminded all Board members to submit the paperwork for their stipends through the end of June before the new fiscal year begins.

Discussion ensued regarding wages and the fact that the MMA releases a wage survey report in October which will be reviewed as part of the budget process.  There was a question on the distribution of stipends versus wages that the Board has asked the Town Manager to research with MMA and report back his findings.

a.      Select a Chair
Jeff Harriman made a motion to select Allen Crabtree as Chair of the Board.
Seconded by Abe Parker.  Motion carried with all in favor.
       
b.      Planning Board Vacancy
Bob Irish Jr. made a motion to appoint Mr. James Libby to the Planning Board’s recently vacated position.  Seconded by Maureen Harriman.  Abe Parker asked Mr. Libby if he currently owns any subdivisions in town.  Mr. Libby explained that he does own approximately 70 acres in Sebago, and at some point, as he gets ready to retire; he plans on selling off two house lots every five years to supplement his retirement income.  Motion carried with all in favor.  Mr. Libby was instructed to stop by the Town Office at his convenience to be sworn in to office.

C.      Committees
None                                                    
    
X       Executive Session pursuant to M.R.S.A. Title 1 § 405 (6) (A) to Discuss a Personnel Matter
            Bob Irish Jr. made a motion to move into Executive Session at 10:19 p.m. pursuant to
             M.R.S.A. Title 1§ 405 (6) (A) to discuss a Personnel Matter.  It was seconded by Jeff Harriman.
             Motion carried with all in favor.          

             Jeff Harriman made a motion to re-convene at 11:05 p.m.  Seconded by Maureen Harriman.  Motion carried with no action taken and all in favor.  

XI      Adjournment
             Maureen Harriman made a motion to adjourn at 11:06 p.m.  Seconded by Jeff Harriman.  Motion
              carried with all in favor.


Respectfully Submitted,



Maureen F. Scanlon   
Recording Secretary