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Board of Selectmen Minutes 08/19/2008
MINUTES
TOWN OF SEBAGO
BOARD OF SELECTMEN’S MEETING
6:00 p.m.
Tuesday, August 19, 2008
TOWN OFFICE BUILDING
                
All Regular Board of Selectmen Meetings ARE held the 1st and 3rd Tuesday of Each Month.


Call to Order
The meeting was called to order by Chairman, Allen Crabtree at 6:00 p.m.
                                
I.      Roll Call
Present were Selectmen; Allen Crabtree, Ann Farley, Jeff Harriman, Maureen Harriman, Abe Parker, Town Manager; Robert Nicholson and Recorder, Michele Bukoveckas.  Guests present were: Public Works Director, Dan Nowell, Don Olden Sr., Maurice Davies, George and Betty Tinkham, Ann Burns, Diane and Fern Letellier, Jim Libby, Joe Sabino, Don Allen, Ted Davis, Lin Greene, Joan Morford, Julia Davis of The Lakes Region Weekly, Michael Corrigan of The Bridgton News, Loann Douglass, Rew and Jean Harland, Sherrill & Sylvia Douglass, Donelle Allen, Darlene James, and Dana Batchelder.
        
II.     Adjustments to the Agenda
ü       Robert Nicholson stated that he would like to introduce the new office employee prior to Old Business.
ü       Robert Nicholson stated that item C under Old Business is not ready for discussion.
ü       Ann Farley stated that she would like to elect a Chair and Vice Chair under New Business, item C.
ü       Allen Crabtree stated that he would like to add Update on MSAD # 61 Facilities Review Committee Recommendations.
ü       Allen Crabtree recommended taking New Business, item A out of order.

Allen Crabtree stated that these are Board of Selectmen Meetings and Board of Selectmen Agendas and that the Board reserves the right to add, remove, or table any item.

III.    Written Communication
A.      Approval of the July 15, 2008 Selectmen’s Meeting Minutes
Jeff Harriman made a motion to approve the July 15, 2008 Selectmen’s Meeting Minutes.  It was seconded by Ann Farley.  Motion carried.

B.      Approval of the August 5, 2008 Selectmen’s Meeting Minutes
Jeff Harriman made a motion to approve the August 5, 2008 Selectmen’s Meeting Minutes.  Ann Farley seconded the motion with one correction, which was to delete the second acceptance of Abe Parker’s resignation. Motion carried with Ann Farley’s correction. Abe Parker abstained.
                
IV.     Comments from the Public

VI.     New Business
A.      Use of Town Property by the Public - Review of Town Manager Findings, discussion of a town policy
Maureen Harriman made a motion for discussion.  It was seconded by Ann Farley.  This was an issue arising from the storage of Lion’s Club trailers [there are three trailers stored at the pit] at the town pit, as well as other town organizations using town space.  Robert Nicholson submitted a memo for the record outlining his recommendations.  The memo can be summarized as:
ü       Develop a policy prohibiting all use
ü       Grandfather existing groups
ü       Not allow private, but civic groups with written agreements, stating time, liability, access, insurance, etc.
The Board discussed whether or not developing a policy should be placed on the goal setting list while developing a short tem solution.  Maureen Harriman made a motion that the Town Manager develop an agreement with key members of the Lion’s Club and work out a short-term agreement regarding storage and access to the town pit.  It was seconded by Ann Farley. This will be brought back at the next meeting. Motion carried with Abe Parker opposing.  Allen Crabtree made a motion that a policy for the use of Town Property by Non-Town Entities be developed by the next meeting.  It was seconded by Ann Farley.  Motion carried.  Ann Farley will work with Robert Nicholson on developing the policy.  Allen Crabtree made a motion to direct the Town Manager to work with the Lion’s Club to provide them access to the pit until an agreement can be made.  It was seconded by Maureen Harriman.  Motion carried.  

At this time, Robert Nicholson introduced Lin Greene who was hired to assist in
the Clerk’s Office part-time.

A short recess was taken.  Meeting re-convened at 7:15 p.m.

V.      Old Business
A.      Goal Setting Information pass out
Allen Crabtree stated that at the next meeting Mitch Berkowitz will help them prioritize their goals into “bite size” pieces.  Allen Crabtree stated that he took the list comprised from the flip charts and broke the list into 5 categories:
ü       Community Development Goals
ü       Organizational and Administrative Issues
ü       Public Infrastructure
ü       Core Municipal Services/Functions of Town Government
ü       Other
Allen Crabtree asked the Board to review his list and bring their ideas to the next meeting.  During the meeting Selectmen suggested adding several items to the list of goals, including developing a plan to deal with Fitch Road Bridge (see below).  

B.      Folly Road Bridge Final Project Cost - Projection Review, Land use questions
Jeff Harriman made a motion for discussion.  It was seconded by Maureen Harriman.  Robert Nicholson stated that the dry hydrant had been put in.  Dry hydrants will be installed on Robinson Hill Rd, Kimball Corner Rd, and Nason’s Beach within a few weeks.  Robert Nicholson stated that the Folly Road bridge was completed with the ability for vehicles to pass safely.  Currently, the project has run about $26,000 with a projected estimate of $30-32, 000.  Rocks have been placed to show where the guardrail would be if a decision is made to place them.  Guardrails run about $14,000 for both sides installed.  Guardrails could also become a CIP item if needed.  It was discussed that signs should be installed indicating a sharp curve for safety reasons.  

Abe Parker left the meeting at 7:35 p.m.

There was discussion whether there would be any land issues with abutters.  Robert Nicholson stated that all abutters had been spoken to and all seemed comfortable.  It was suggested that surveys be done of all project areas in the future.  Allen Crabtree made a motion to direct the Town Manager to explore the legal avenue of writing agreements with the abutters for the use of their land by the Folly Road bridge by the end of the year.  It was seconded by Ann Farley.  Motion carried.


C.      Public Works Fuel Housing Options Review / Develop next steps
Tabled

D.      Dangerous Building – Map 006 – Lot 046
Ann Farley made a motion for discussion.  It was seconded by Jeff Harriman.  Robert Nicholson stated that some progress on the clean up had been made, but it did not meet the standards the Board had laid out for her.  Robert Nicholson recommended that the Board have another hearing and advise the owner that the Board will have to move forward on resolving this issue. [add period]  Allen Crabtree made a motion to schedule a Public Hearing at the next Board of Selectmen Meeting and to have the Town Manager communicate via letter and phone, what their options are, and what the consequences will be if the issue is not resolved.  It was seconded by Ann Farley.  Motion carried.

E.      Heating Fuel fund – report on discussions with Baldwin, other towns
Maureen Harriman made a motion for discussion.  It was seconded by Ann Farley.  Allen Crabtree stated that efforts are being made to help families who might fall outside the income guidelines.  On August 28, 2008 at 3:00 p.m. a meeting of Town groups, churches, and the public will be held to develop ways of raising funds to help these families.  Caution would have to be used when using private entities to disburse private funds such as protocol and confidentiality. It was noted that Camp-O-AT-KA will be holding a benefit supper on August 27 with the proceeds going to PROP being earmarked for the Town of Sebago. A meeting of PROP towns and agencies will be held in Portland on August 27 to discuss options.  Allen suggested that the Board bring this back to lay out their options whether it be nothing, let private entities take care of it, or become involved in the generation of gifts for existing programs.

Robert Nicholson stated that this Friday, August 22, 2008 there will be a BBQ for Seniors.  It will be held at the Veteran’s Park from 11:00 a.m. - 1:00 p.m.  Discussions will include what social and recreational programs they would like to see.

F.      Yard Waste Recycling Facility Project Update
Ann Farley made a motion for discussion.  It was seconded by Maureen Harriman. Robert Nicholson stated that the lot had been cleared. The next step is to get the rocks and stumps removed to see the surface. This will give us an idea of what we have to work with.  A construction hold will be in place until September 9, 2008.  This will give the Town time to have a Site Plan Review with the Planning Board and review the budget carefully for the remainder of the project. It was noted all permits (DEP, and Permit to Alter Transfer Station) had been filed.  This will be brought back at the next meeting.

VI.     New Business
A.      Use of Town Property by the Public - Review of Town Manager Findings, discussion of a town policy
Previously discussed.

B.      Review of Public Safety Building Committee recommendations
Maureen Harriman made a motion for discussion.  It was seconded by Allen Crabtree.  Allen Crabtree referred to a handout in the packet.  He stated the committee laid out 6 findings and 3 potential solutions.  Allen Crabtree stated that the Committee Members terms had expired on June 30, 2008.  PSB Committee members according to direction given at Town Meeting include a representative from the Fire Department, Rescue Department, Planning Board, a Selectman, the Town Manager, and two members-at-large.  The Town Manager said that he would not be chairman of the committee in the future and felt the Town Manager should play a support role for the committee. Allen Crabtree felt the Board had two options: 1) Board of Selectmen take control and call in former committee members as needed, or 2) reconstitute the committee.   Maureen Harriman felt it was important to keep continuity and historical value of the members.  Robert Nicholson felt this should be brought to goal setting [This has been included in the list of goals].  The Board would like a workshop with the current committee to go over where they are and at that time set up a public hearing.  This issue will be placed on a future agenda after goal setting.

C.      Election of Board of Selectmen Chair and Vice Chair
Ann Farley made a motion to nominate Allen Crabtree as Chairman of the Board of Selectmen.  It was seconded by Jeff Harriman.  There being no other nominations, motion carried. Allen Crabtree abstained.  Maureen Harriman made a motion to nominate Ann Farley as Vice Chair.  It was seconded by Jeff Harriman, there being no other nominations, motion carried.  Ann Farley abstained.

D.      M.S.A.D. # 61 Facilities Review Committee Draft Recommendations
Maureen Harriman made a motion to discuss.  It was seconded by Ann Farley.  Allen Crabtree presented the Board with draft summary of the committee’s findings.  The committee’s goal is to reduce the facilities use in the district.  The committee is looking at long-term solutions as well as short term.  Allen Crabtree encouraged the Board and public to attend when possible.


VII.    Reports from Town Officials
A.      Town Manager
a.      Bridge Assessment – State of Maine Department of Transportation
Robert Nicholson stated that all bridges in Sebago are fine and off the list.  The State DOT stated that the steel plate covering the hole did not cause a liability on the Fitch Bridge.  The Board stated that they will place the Fitch Bridge on their goal setting agenda to develop a plan for the bridges future. [This has been included in the list of goals]

b.      Installation of Dry Hydrants
Previously discussed.

c.      Summary of TM and President of Lions Club Meeting 8/15/2008
Due to the unavailability of the Lion’s Club President, the meeting did not occur.

B.      Selectmen Status of minor town projects (Historical building roof repairs, Fire Station roof repairs, Food pantry shelving, and Town office tree removals)
Historical Building:  The roof has been repaired to prevent further damage.  The Board discussed other repairs that should be done to the building.  The Board will do a site walk on August 27 before the Historical Society’s next meeting and look at the building to get a better assessment of its needs.  The issue will then be placed on the goal-setting list to see what can be done. [This has been included in the list of goals]

Fire Stations- Roofs have been repaired.

Food Pantry- There was discussion regarding where to store the Recreation supplies.  It was suggested that the supplies could be stored upstairs on the left hand side of the stage.  A locking door would have to be installed to secure the supplies.  By doing this, it would enable us to proceed with the building of the food panty shelves and office for the emergency shelter.  The Board stated they want to place this item for discussion on the next workshop agenda and would do a site walk of the food pantry at that time.

Ann Farley stated that she would like a discussion on the disbursement of stipends on the next agenda.

Ann Farley asked that all communication (email or other) be sent to all Board Members to keep all informed.

B.      Committees
There were none.

Jeff Harriman made a motion to enter in Executive Session pursuant to M.R.S.A. Title 1 § 405 (6) (A) to Discuss a Personnel Matter at 9:58 p.m.  It was seconded by Ann Farley.  Motion carried.

Ann Farley made a motion to return to regular session at 10:40 p.m.  It was seconded by Jeff Harriman.  Motion carried.  Maureen Harriman left the meeting at 10:30 p.m.

No action was taken during executive session.  Robert Nicholson submitted his resignation effective January 31, 2009.  Jeff Harriman recommended that no action be taken at this time.  No action was taken by the Board.

                                        
VIII.     Adjournment
Ann Farley made a motion to adjourn at 11:16 p.m.  It was seconded by Jeff Harriman.  Motion carried.

Respectfully submitted,
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Michele A. Bukoveckas
Town Clerk