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Board of Selectmen Minutes 09/20/2011

Call to Order
The meeting was called to order at 6:00 p.m. by Chairman, Ann Farley.                           
I.      Roll Call
        Present were: Selectmen; Ann Farley, Allen Crabtree, Jeff Harriman, Edythe Harnden, Dana Batchelder, Town Manager; Jim Smith and Town Clerk/Recorder; Michele Bukoveckas.  Guest present: Phil Lowe.

II.     Adjustments to the Agenda
        There was none.

III.    Written Communication

  • Approval of the September 6, 2011 Selectmen’s Meeting Minutes
Allen Crabtree made a motion to approve the September 6, 2011 Selectmen’s Meeting Minutes.  It was seconded by Jeff Harriman.  Motion carried with Dana Batchelder abstaining.

  • Comments from the Public
Planning Board Member, Phil Lowe addressed the Selectmen.  Phil stated that the Planning Board will be setting up a committee to review ordinances that are pertinent to the Planning Board to ensure that they are up to date.

  • Old Business
  • Public Works Foreman Job Description Discussion
It was stated that the recommendations from the last meeting had been made to the document.  Additionally, it was stated that double/triple trailer endorsement should be removed as this is not something that would apply to Sebago. The Board felt that a Class A license would be sufficient.  There being no further discussion, Allen Crabtree made a motion to approve the Job Description as amended and contingent on Foreman; Tim Mayberry reviewing.  It was seconded by Jeff Harriman.  Motion carried.

  • New Business
  • Fire/Rescue Building Discussion
Jim Smith informed the Board that a Public Hearing was held for a Site Plan Review with the Planning Board.  It was determined that a DEP permit was lacking, therefore the site plan was not approved.  Jim Smith will apply for the permit and bring this back to the Planning Board in October.  It was mentioned that the Fire/Rescue Building Committee will be meeting on Thursday, September 22 at 7:00pm to determine a time line for the project, which will be presented to the Planning Board in October.

  • Tax Acquired Property Discussion
Tax Collector, Michele Bukoveckas stated that she sent letters out to the abutters of Map 014-Lot 011-07 and received no replies.  Jeff Harriman made a motion to direct the Town Manager to place an ad in the Bridgton News, Shopping Guide, and Portland Press for bids.  The minimum bid would be $10,000, sale would have to be complete in 30 days by quit claim deed, with buyer paying all fees and back taxes. It was seconded by Allen Crabtree.  Motion carried.  The ad will be run for two (2) weeks.  This will be brought back in November.

  • Set the Tax Rate for FY 11-12
Tax Collector, Michele Bukoveckas explained that the minimum  rate could be $13.56 and the maximum rate could be  $14.23.  Michele recommended that the Board adopt a mil rate of $13.60/thousand as this would give us a modest overlay of $13,980.70.  This rate is $.25 more than last year.  Allen Crabtree made a motion to adopt a mil rate of $13.60 for FY 11-12.  It was seconded by Jeff Harriman.  Motion carried with Dana Batchelder abstaining.

  • Sign the Cumberland County Tax Warrant
Allen Crabtree made a motion to sign the Cumberland County Tax Warrant in the amount of $217,117.  It was seconded by Jeff Harriman.  Motion carried.

  • Prepare the November 8, 2011 Election Warrant
Town Clerk, Michele Bukoveckas stated that today was the deadline to place items on a ballot to be voted on at the November 8, 2011 Election.  She stated that the Board had decided to place the Town Beach and Town Parking Ordinances before the voters.  Since previous public hearings had been done and updates were made based on those public hearings, the Board felt no additional public hearings were necessary.  There being no further discussion, Allen Crabtree made a motion to sign the November 8, 2011 Election Warrant.  It was seconded by Dana Batchelder.  Motion carried.

VII.    Reports from Town Officials
  • Town Manager
Jim Smith reported the following:
  • Had Michele do a cost analysis of an exempt vs. hourly Foreman.  It was determined that the Foreman received a little more in wages during a one month period (winter plowing) than the exempt employee.  Thus continuing paying hourly may be more cost effective except during the winter month.
  • Presented the Board with a proposal from Jeff Fleming for the Fire/Rescue Building.  The proposal is for 4.5% of the final construction cost. It was stated that Phase 1, 2, & 3 (pre approved at the June 2011 Town Meeting) would have to be completed before we go to the voters for Phase 4.  There was concern from the Board as to whether or not more bids would be required.  Jim Smith will check with the Town Attorney on this issue.

  • Selectmen
Allen Crabtree stated the following:
  • The Fire Company would like to do a fund raiser by having a raffle on when the ice will go out on Sebago Lake.  The funds would be used to purchase equipment.  The Fire Company stated they would like to have a link on the Town’s web page.  The Board stated that would be permissible.
Edythe Harnden stated the following:
  • There are two afghans being raffled with proceeds to go to the Fuel Fund
  • General Assistance Training will occur on September 30th from 9am-1pm at the Parsonsfield Town Office.
  • Asked Jim to fix the lock on the General Assistance file cabinet.
  • Inquired if bids had been received for the weatherization project (client on Bridgton Rd).  Jim stated he had received one so far.
Ann Farley stated the following:
  • Would like to have a Shelter Committee Meeting in the next couple of weeks.
  • Would like to consider having one Board of Selectmen’s Meeting once a month, during the CIP/Budget season.
  • Would like to have the BOS/Town Manager Tuesday Morning update start at 9:00 am.
Dana Batchelder stated the following:
  • Inquired if it was true that employees could benefit from a discount offered by Suburan Propane.  Jim Smith replied it was true.  Dana would like the employees to be notified as such.
  • Inquired if Jim Smith looked into purchasing gravel from Pike as it can be purchased at $3.87 a run which is less expensive than what we are currently paying.  Jim stated that he has looked into it, and is considering the Town purchase the pit.  Jim will inquire if Pike is interested in selling the pit to the town.
  • Inquired if the plowing contract had been updated to include the additional section of Folly Road.  Jim Smith stated that an individual had approached him regarding plowing the additional section, but that he would speak to the contractor first.
C.      Committees

VIII.   Adjournment
Jeff Harriman made a motion to adjourn at 7:48 pm.  It was seconded by Dana Batchelder.  Motion carried.

Respectfully submitted,
Michele A. Bukoveckas
Town Clerk

Note: These minutes are not verbatim,   A recording of the proceedings are available in the Clerk’s office during regular office hours.

Goal Setting Workshop

The regular Board Meeting was concluded at 7:48 pm, and the Board’s Goal Setting Workshop began after a 10-minute break. ~In attendance at the workshop were Selectmen Ann Farley, Allen Crabtree, Edythe Harnden, Jeff Harriman and Dana Batchelder, and Town Manager Jim Smith.

The Board and Town Manager convened a workshop to review goals and objectives set at the last BoS goal workshop on July 22, 2010, to add any new goals to the list, and to prioritize the top goals for the Board and the Town Manager for the next six to twelve months.

The first task was to look at the top ten goals prioritized at the July 22, 2010 workshop. Four were removed having been completed, and new dates were set for the remaining six.

These four were removed:

- Develop energy efficient maintenance plan for town properties – changed to work on one town building at a time, with the town hall the goal for next year
- Develop a plan and site fire hydrants in town – completed
- Investigate Law Enforcement options for Sebago – survey done, perhaps work later
- Revise Town Fees, including building permit fees - completed
These six were continued but with revised due dates and assigned priorities:

Priority 1 - Implement a road plan  
Goal – Develop a comprehensive plan for maintenance and upkeep of town roads so that we stay abreast of maintenance and paving
Progress – initial plan is completed, road committee established
Assigned to - road committee (TM, Dana Batchelder, Phil Lowe, Don Olden, Tim Mayberry)
Target completion date - prepare final plan by 3/1/12

Priority 2 – Site, Fund and Build a new Fire and Rescue Building
Goal – replace Stations 2 and 3 with a newer, adequate combined fire and rescue building
Progress – site and site development funding approved at town meeting June 2011, Preliminary architectural work done, application to Planning Board made for Site Plan Review, Working on securing bids for work, arranging financing, special town meeting for voter approval
Assigned to – Fire and Rescue Task Force (TM, Ann Farley, Allen Crabtree, Alan Greene, Carl Dolloff, Phil Strike, Tim Smith, Anita Chadbourne)
Target completion date – on-going.  Hope for voter approval and construction start in the spring 2012.

Priority 3 – Develop Future Scenarios for Sebago Elementary School
Goal – prepare a suite of options so that the town is prepared if the School District elects to close the SES at some point in the future
Progress – Planning Decisions consultant hired, advisory committee appointed, initial public meeting held
Assigned to – Planning Decisions, advisory committee
        Target completion date – July 1, 2012 for recommendations to BoS

Priority 4 – Develop support system for Sebago’s elderly
Goal – weatherize homes of the elderly in town and otherwise assist them
Progress – 2 CDBG grants secured, weatherization program progressing~~~~~~~~~~~~~~
Assigned to – Edythe Harndon with assistance from the TM and Allen Crabtree
Target completion date – on-going effort

        Priority 5 - Review Town ordinances
Goal – review, clean up and replace ordinances as appropriate
Progress – several ordinances reviewed and revised
Assigned – Ann Farley & Jeff Harriman.  One ordinance at a time.
Target completion date – on-going effort

        Priority 6 – Develop Harbor Master Ordinance
Goal – develop a mooring ordinance for the town
Progress – Committee members (Allen Crabtree, Jim Smith, Phil Lowe, Dick Perry, Tina Venasse, Bruce Hart).  Regular public meetings held during 2010, 2011.  Several drafts of an ordinance completed.  Still being reviewed and comments received.
Assigned – Harbor Master Committee
Target completion date – June 2012

Two new priority goals were added to the list of six priority goals:

Priority 7 – Improve the Douglas Mountain recreation area
Goal – improve hiking trails, repair stone tower, cut trees to open up view from the top...
                Progress – a Douglas Mt committee has been appointed
                Assigned – committee, including Ann Farley, Jeff Harriman, TM
Target completion date – Plans and recommendations by Dec 31, 2011 to BoS

Priority 8 – Improve energy efficiency and security at the Town Hall
Goal – recommend ways to improve energy efficiency (insulation, lights, furnace...) and improve security (better access locks, better control over tracking users)
Assigned – Town Manager, Dana Batchelter
Target completion date – Plans and recommendations by Dec 31, 2011 to BoS

The second task was to review the remaining goals identified at the July 22, 2010 workshop but that did not make it into the top priority goals. ~Ten were removed since they were either completed or were being worked on anyway.  No new goals were added.

The remaining goals were then reviewed.  Each Selectman and the Town Manager each had five votes to cast for the goal they felt most important to pursue.  Douglas Mountain area received nine votes and renovation of the town hall received seven votes, and these two were moved up to the top eight priority list for action this next year.  The remaining eleven goals had fewer votes and are shown here, ranked by the number of votes received:

Revise and update emergency management plan (4 votes)
Improve law enforcement in town (2 votes)
Develop and implement a town equipment maintenance policy (2 votes)
Provide direction and develop an effective recreation program (2 votes)
Explore establishment of land trust (1 vote)
- review/revise comprehensive plan
- implement comprehensive plan goals, land use ordinance
- set priorities & goals for land acquisition
- enhance the quality of life in Sebago
Improve the town beach (1 vote)
Develop selectmen bylaws/charter (1 vote)
Develop a plan to identify and protect the town’s historic resources and beautify town owned properties
Develop a policy for private use of town property
Development of a long-term economic development plan
Research and develop alternative energy sources for the town

These will be reviewed at next year’s goal setting session.

Jeff made a motion to adjourn the workshop at 9:00 p.m. ~Edythe seconded it. ~Motion carried.

Workshop minutes submitted by Allen Crabtree.