TOWN OF SEBAGO
BOARD OF SELECTMEN’S MEETING
Tuesday, November 13, 2007
TOWN OFFICE BUILDING
All Regular Board of Selectmen Meetings are held the 1st and 3rd Tuesday of Each Month.
I. Call to Order
The meeting was called to order by Chairman, Allen Crabtree at 7:00 p.m.
II. Roll Call
Present were: Selectmen; Allen Crabtree, Abe Parker; Ann Farley; Jeff Harriman, Town Manager; Robert Nicholson. Selectman Maureen Harriman was absent. Guests present were: Don Olden Sr., Maurice Davies, Tim Smith and Thomas Ruppert M.D..
III. Adjustments to the Agenda
Item G, Resolution regarding National Incident Management System under New Business.
IV. Written Communication
A. Approval of the October 16, 2007 Selectmen’s Meeting Minutes
Jeff Harriman made a motion to approve the October 16, 2007 minutes. It was seconded by Allen Crabtree. Motion carried, with Ann Farley abstained.
V. Comments from the Public
Maurice Davies stated that the Veteran’s Day Ceremony was very nice and he thanked all that were involved.
VI. General Assistance Fiscal Year 2007-2008 Revised Guidelines Adoption Public Hearing
Allen Crabtree opened the hearing at 7:04 p.m. Robert Nicholson stated that the Town was required to annually hold a public hearing and then approve the appendices in order to be eligible for 50% reimbursement from the State. There were no comments, the hearing was closed at 7:06 p.m.
Allen Crabtree stated that the next Board of Selectmen’s meeting will be December 4, 2007 at 7:00 p.m.
Jeff Harriman made a motion to take Item A. under new business was taken out of order. It was seconded by Allen Crabtree. Motion carried with Ann Farley abstaining. Town Clerk, Michele Bukoveckas swore in Ann Farley as the new Selectperson, Assessor, and Overseer of the Poor until June 7, 2008.
VII. Old Business
A. CIP – Review of Recommended Changes / Approval / Appointments
Jeff Harriman made a motion for discussion. It was seconded by Ann Farley. Allen Crabtree stated the following changes/recommendations:
· The definition of a CIP project should cost more than $7,500 and have a useful life of more than 3 years.
· The Board would review and approve/deny additions to the CIP instead of the committee. The Board could also remove items from the list.
· Nominations of items can be made by Department Heads, Town Manager, Selectmen, and tax payers.
· Require better cost estimates and update current cost estimates annually.
· Added the consideration of bonding or leasing ( if supported by a cost analysis)
Jeff Harriman stated that he was not comfortable with bonding, but prefers to pay cash as our current practice. There being no further discussion, Ann Farley made a motion to approve the revised CIP Manual. It was seconded by Jeff Harriman. Motion carried with Abe Parker abstaining.
CIP members will be/are: Town Manager, Robert Nicholson, Board of Selectmen member, Allen Crabtree for a term of 3 years, Budget Committee Member, Greg Smith for a remaining term of 2 years, Planning Board Member, Paul White for a remaining term of 2 years, Citizen at Large, Don Olden Sr. for a remaining term of 2 years, David Hague for a remaining term of 2 years. There was discussion of filling the 3rd Citizen at Large seat. The Town Manager will contact some citizens to see if they are interested in serving for a 3 year term.
B. General Assistance Fiscal Year 2007-2008 Revised Guidelines Adoption
Jeff Harriman made a motion to approve the 2007-2008 Revised Guidelines for General Assistance. It was seconded by Ann Farley. Motion carried.
C. Tanker #1 Replacement Recommendation and Approval (Purchase Policy) Ratification
Robert Nicholson stated that it was brought to his attention that, according to MMA, when there is a Board of five (5) members, a vote of at least three (3) is required in favor or against for an item to pass or fail. With that being said, Allen Crabtree made a motion to re-vote on the approval to replace Tanker 1. It was seconded by Ann Farley. Motion carried Allen Crabtree, Jeff Harriman and Ann Farley in favor. Abe Parker abstained.
D. Single Stream / Compactor Purchase
Jeff Harriman made a motion for discussion. It was seconded by Ann Farley. Robert Nicholson stated that the Board needed to decide if the Town should move forward with single stream recycling. Single stream recycling requires moving from independent bins to a bin where all recyclables are placed together. Single stream has zero impact on the town can would result in a 30% reduction in tipping fees. Single stream would require the purchase of a new compactor (and two bins for over-flow) The new compactor would reduce hauls required. Robert Nicholson stated that the Town has $30,702.90 in a reserve account for the compactor. Pine Tree did a cost estimate in the amount of $30,206.00 and Atlantic Recycling
Equipment quoted $24,720.00. Robert Nicholson also stated that if the Board decides to move to single stream recycling, that the town be required to recycle cardboard (reducing MSW weight). Robert Nicholson stated that the Transfer Station Committee has reviewed the estimates, and they recommend the Town move forward with single stream recycling and purchase the compacter from Atlantic Recycling. The Board reviewed and compared both estimates. Ann Farley made a motion to use funds from the reserve account to purchase the compactor from Atlantic Recycling Equipment providing they include a oil heater (as Pine Tree’s proposal had), include a warranty, and providing the compactor will work on single phase. It was seconded by Jeff Harriman. Motion carried.
E. Amendment approval Solid Waste Contract (Pine Tree)
Jeff Harriman made a motion for discussion. It was seconded by Ann Farley. This amendment reduces our tipping fees from $95 a ton to $70 a ton. Allen Crabtree suggested that under the definition of Single Stream Recycling where it states that the materials be delivered to 13 Gibson Road in Scarborough the following stated be added; “or other facility mutually agreed by both parties:. There being no further discussion, Jeff Harriman made a motion to approve the amendment to the Solid Waste Contract. It was seconded by Ann Farley. Motion carried.
F. CDBG Grant Consultant Contract Approval
Ann Farley made a motion for discussion. It was seconded by Abe Parker. Robert Nicholson stated that the committee would be implementing the survey instead of an intern. Robert Nicholson also stated that GPCOG will be working with the committee to develop and review survey needs. There being no further discussion, Jeff Harriman made a motion to approve the contract for the consultant. It was seconded by Abe Parker. Motion carried.
VIII. New Business
A. Swearing in of new Select Person
B. Review / Award of Bids – Public Safety Building
Jeff Harriman made a motion for discussion. It was seconded by Ann Farley. Robert Nicholson present the Board with the two bids and an updated project schedule. Robert informed the Board that at the last Public Safety Building Committee meeting, a motion was made to choose Smith Reuter Lull Architects of Lewiston Maine to provide the Town of Sebago Design Services for the new Public Safety Building. Robert Nicholson stated that Smith Reuter bid was $10,000 less. He also stated that they would be willing to look at 3 sites, and that they had good references. Lastly, Robert stated that Smith Reuter would put the $19,500 back into the project if selected to build the building. It was stated by the Board that the building and costs estimates will not be ready for this year’s CIP process, but would be ready for discussion at the Annual Town Meeting. Ann Farley made a motion to approve the bid from Smith Reuter Lull Architects in the amount of $19,500. It was seconded
by Jeff Harriman. Motion carried.
C. LD 227 – Implications
Jeff Harriman made a motion for discussion. It was seconded by Ann Farley. Robert Nicholson stated that LD 227 would allow an individual to be refunded excise tax when the vehicle they are registering is lower than the one being transferred. Robert stated that the State allows the municipality the right to not reimburse the excise tax. In fact, Robert stated that many municipalities are opting to not reimburse for fear of losing revenues. Robert feels that this can be averted by proper budgeting. It is his belief that the Legislative Body (townspeople) should ultimately decide this measure. Jeff Harriman made a motion to have this as an article at the Annual Town Meeting. It was seconded by Allen
Crabtree. Motion carried.
D. Budget Committee Discussion
Ann Farley made a motion for discussion. It was seconded by Jeff Harriman. Robert Nicholson stated that Town Clerk, Michele Bukoveckas had researched the formation of the Budget Committee. It was found that the Budget Committee originated on March 6, 1950 as Article 27 at the Annual Town Meeting. The voters directed the Board of Selectmen to appoint six (6) people. Two to serve three (3) years, two to serve two (2) years, and two to serve one (1) year. Thereafter, two members would be elected by ballot for three (3) years annually. Michele finally concluded the following members to be on the Budget Committee:
Joseph McMahon until June 2008
Maureen Harriman until June 2008
Greg Smith until June 2010 (serving a double term)
Don Olden Sr. until June 2009
John Puopolo until June 2009
Robert Nicholson suggested that a Budget Committee Ordinance be developed. Such an ordinance could give the Board of Selectmen the ability to appoint members if necessary. The ordinance would also define the duties and responsibilities of the committee.
E. Accept donation of Rescue Boggan from Branchduckers Snowmobile Club to Fire and Rescue Departments
Jeff Harriman made a motion for discussion. It was seconded by Abe Parker. Robert Nicholson stated that the Sebago Branchduckers Snowmobile Club is donating a rescue boggan to the Town to enable Fire and Rescue to reach injured individuals in remote areas. There was discussion regarding training, liability. It was mentioned that the donation should be to the Town of Sebago and not just Fire and Rescue. Tim Smith (Safety Training Officer) stated that orientation would be done for all that would use the boggan. Tim also stated that the boggan would be stored at Station One. Robert Nicholson will look into the liability issue. Ann Farley made a motion to accept a donation of a Rescue Boggan from the Sebago Branchduckers Snowmobile Club to the Town of Sebago providing that there are no liability
concerns. It was seconded by Jeff Harriman. Motion carried.
Jeff Harriman made a motion to accept the following abatements:
It was seconded by Abe Parker. Motion carried.
G. Resolution to Accept a National Incident Management System
Tim Smith gave a brief over view of NIMS stated that it is an incident command requirement that all Federal, State and Local Emergency Personnel use during emergencies. Ann Farley made a motion to approve the NIMS resolution. It was seconded by Jeff Harriman. Motion carried.
IX. Reports from Town Officials
A. Town Manager
o Robert Nicholson stated that the Town is collected turkeys and hams to help General Assistance and the Lions Club with food donations during the holidays.
o Requested that since Christmas Eve falls on a Monday, employees be allowed to take the day off. The Selectmen concurred to give all non-essential town employees the day off (i.e. – those not needed to plow the roads if there is a storm.)
o Quickly explained the school budget time-line.
a. Contractual Service Lawn Care
Robert Nicholson stated that many municipalities are using contractual services for lawn care. A contracted individual would eliminate the need for the Town to hire a laborer. The town would save money not only on wages, but on equipment and gasoline. The contractor would be required to provide certificates of liability and workers compensation insurance.
Allen Crabtree stated that the first set of cots and blankets from Cumberland County Emergency Management Agency would be arriving tomorrow. Allen also stated that the grant application for the generator is due Friday.
Allen Crabtree will draft a letter to the School Board of S.A.D. # 61 concerning comments on how the district could save money. The letter will be presented to the Board of Selectmen for their review prior to being sent.
a. Appointment Appeals Board (If Needed)
No action taken.
X. Executive Session pursuant to M.R.S.A. Title 1 § 405 (6) (A) to Personnel Issue
Jeff Harriman made a motion to move to Executive Session pursuant to M.R.S.A. Title 1 § 405 (6) (A) to Personnel Issue at 9:41 p.m. It was seconded by Ann Farley. Motion carried.
Abe Parker made a motion to return to regular session at 10:37 p.m. It was seconded by Jeff Harriman. Motion carried.
There was no action taken during Executive Session.
Ann Farley made a motion to adjourn at 10:38 p.m. It was seconded by Abe Parker. Motion carried.
Michele A. Bukoveckas