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Board of Selectmen Minutes 02/01/2011

Call to Order
The meeting was called to order at 6:02pm by Chairman, Ann Farley.
                                
I.      Roll Call
Present were Selectmen: Ann Farley, Allen Crabtree, Jeff Harriman, Edythe Harnden, Town Manager; Jim Smith and Recorder, Michele Bukoveckas.  Guests present were: Tim Mayberry, Don Olden Sr., Richard Merritt, Eric Herman, Jerry Holt, Ted Greene, Phil Strike, Joseph and Sherry Miller.

        
II.     Adjustments to the Agenda
Added Richard Merritt to New Business, to speak on the School Budget after Patrick Phillipps.
        
III.    Written Communication
  • Approval of the January 4, 2011 Selectmen’s Meeting Minutes
Jeff Harriman made a motion to approve the January 4, 2011 Selectmen’s Meeting Minutes.  It was seconded by Edythe Harnden.  Motion carried with Allen Crabtree abstaining.

  • Comments from the Public
There was none.

  • Old Business
There were none.
                        
  • New Business
  • Patrick Phillips, M.S.A.D. # 61 Superintendent
Patrick Phillips did not show.

  • Richard Merritt-School Budget Discussion
School Board Member Richard Merritt outlined the current increases, reductions, and shortfalls in the projected FY 11-12 M.S.A.D. # 61 School Budget.  Richard stated that state subsidies are down, as Naples is now a zero funded town. Richard estimated that Sebago’s current costs would be 14% higher then last year. Richard stated that there may be a shifting of project costs, in which a cost savings may be used to fund other projects as opposed to saving taxpayers money.  There was some discussion as to whether or not an injunction may be sought against the school department, as the bond project may have changed. Allen Crabtree made a motion that some Board members be present at the School Board Meeting on Feb. 7, 2011 and that the Town Manager inquire into a financial review of the bond project, and research whether or not an injunction may be filled for breach of contract.  It was seconded by Ann Farley.  Motion carried.  Jeff Harriman volunteered to attend the School Board Meeting with Allen Crabtree.

  • Budget Discussion
  • Recreation Department
The Board stated that they would like to continue offering a Recreation Program but would like to fund wages at a lower level.  Allen Crabtree made a motion to keep the Recreation Program active, but to fund wages at $6,000 and to have the Budget Committee review this at a future meeting with the Recreation Director on February 14th.  It was seconded by Jeff Harriman.  Motion carried.

  • Douglas Mountain
There was a lot of discussion regarding the pros and cons of having paid attendants.  Jim Smith stated that he is aware of a resident that lives next to the mountain who would be willing to check the donation box and occasionally check the parking lot.  There was future discussion that perhaps the Douglas Mountain Committee should meet and make a recommendation to the Board and to the Budget Committee of funding for such items as attendants and maintenance.  Ted Greene stated that Abe Parker left a vacancy on the committee.  Allen Crabtree made a motion to appoint Jeff Harriman to the Douglas Mountain Committee.  It was seconded by Ann Farley.  Motion carried.  Ted Greene stated that the committee will meet and have a recommendation for the Budget Committee at the Feb. 14th meeting.

  • Change from Public Works Director to Working Foreman
Jim Smith stated that he will be taking on some of the responsibilities that the Public Works Director did, which makes the option of using a working foreman feasible.  Jim Smith stated that this would be a costs savings to the town and by promoting internally it would vacate an entry level position.  Jim Smith stated that a job description for a working foreman is being developed.  Allen Crabtree made a motion to change from having a Public Works Director to a working foreman.  It was seconded by Jeff Harriman.  Motion carried.

  • Discussion of Completed CIP Projects with Remaining Funds
Michele Bukoveckas stated that there were several CIP projects with remaining funds being:
  • Folly Road Bridge.  This account has $2,445.82.  It was stated that gravel is needed on the approach to and from the bridge.  Allen Crabtree made a motion to use this account for that purpose and the reduce next years’ gravel operating budget by that amount.  It was seconded by Ann Farley.  Motion carried.
  • Fire Station Reserve.  Phil Strike stated that there are a few unfinished projects from the Station One addition that need to be completed.  Allen Crabtree made a motion that the Fire Department use these funds to complete the projects.  It was seconded by Ann Farley.  Motion carried.
  • Sand/Salt Shed.  Allen Crabtree made a motion to move these funds to the UFB.  It was seconded by Jeff Harriman.  Motion carried.
  • Teddy Bear Fund.  This item will be sent to the voters at the Annual Town Meeting in June on how to proceed with these funds.  
  • Long Beach Reserve.  Allen Crabtree made a motion to ask the voters at the Annual Town Meeting to transfer these funds to the Route 114 Drainage Reserve.  It was seconded by Jeff Harriman.  Motion carried.
  • Comprehensive Plan.  Allen Crabtree made a motion to move these funds to the UFB.  It was seconded by Ann Farley.  Motion carried.
There was discussion on whether or not the tank on Tank 2 could be moved to a new chassis.  It all depends on whether or not the warranty is on the chassis or the tank. Depending on whether or not this is possible, it could be a costs savings to the town.  This item will be researched and brought back for discussion.

Allen Crabtree stated that Sebago has received a draft agreement from Standish stating that they would be willing to place a truck in the new Public Safety Building.  Although this might eliminate the need for funding of Engine 2, Allen Crabtree recommends that we continue funding this account.  In the event that the Standish scenario does not occur, there was discussion that Engine 2 would have to be moved up on the list to be replaced sooner.

VII.    Reports from Town Officials
  • Town Manager
Jim Smith reported the following:
  • Meeting with Jeff Fleming an architect on the Fire/Rescue Public Safety Building and stated that although the State recommends 7.6%- 8.6% to design a project, Jeff would be willing to do the job for 4.5% of the total project costs.  This would include overseeing the project, all structural engineering costs, studies, and engineering analysis.  Before Jeff would start he would require $11,025.  The Board requested that the Town Manager seek out other bids prior to a decision.
  • Jim stated that he would be acquiring a Sam’s credit card, and a bank credit card to make on line and store purchases easier.  There will be limited access to these cards.
  • Selectmen
Ann Farley commented on the following:
  • Inquired how the cemetery funds received from FEMA could be carried over.  Michele suggested placing the funds in a General Ledger Account as these accounts carry over year to year and do not lapse into the General Fund.  Ann Farley made a motion to move $3,420 from the Small Cemeteries to a General Ledger Account.  It was seconded by Allen Crabtree.  Motion carried.

Allen Crabtree commented on the following:
  • The new CDBG weatherization grant has been submitted.  We will know the status in March.  Allen stated that he did develop the tracking spreadsheet for the current weatherization grant.  Allen, Edythe and Michele will meet on Thursday morning to fill it out with our current information.
  • Stated that there was a letter from the Fitzgerald’s in the packets regarding the marina at Long Beach.  This issue should be referred to the Planning Board.
  • Dock issues.  Stated that the Planning Board should look into where docks fit into our current ordinances (whether permit required or not) and report back prior to summer.
  • Asked for clarification on the Daytime Rescue account.  Michele explained that funds collected by the billing company are deposited into the Daytime Rescue Account.  Funds for wages expended that month are then transferred into the town checking account for those expenses.  This shows as a negative balance on the expense.  Allen inquired as to why we can’t show this as revenue.  Michele stated that the auditors require it gets recorded in this manner.  The Board would like to have a discussion at the next meeting on how to increase collections.
IX.     Adjournment
        Jeff made a motion to adjourn at 8:50pm.  It was seconded by Allen Crabtree.  Motion carried.


Respectfully submitted,
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Michele A. Bukoveckas, Town Clerk