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Board of Selectmen Minutes 11/01/2011

Call to Order
The meeting was called to order by Chairman, Ann Farley at 6:00 pm.
                                
I.      Roll Call
Present were: Selectmen; Ann Farley, Allen Crabtree, Dana Batchelder, Edythe Harnden, Jeff Harriman, Town Manager; Jim Smith, Town Clerk and Recorder, Michele Bukoveckas.  Guests present were: Jim Libby, Public Works Foreman; Tim Mayberry, Scott Lavoie, Ted Greene, Norman Storey, Shanna Chamberlain, Emery Pelletier or C & E Earthworks, Phil and Claudia Lowe
        
II.     Adjustments to the Agenda
An executive session will be added to the agenda to discuss poverty abatement.
        
III.    Written Communication

  • Approval of the October 18, 2011 Selectmen’s Meeting Minutes
A change was made to clarify the extended plowing of the
Folly Rd.  Allen Crabtree made a motion to approve the minutes as amended.  It was seconded by Jeff Harriman.  Motion carried.
                
  • Comments from the Public
Jim Libby stated that he had reviewed the material handed out from the Fire/Rescue Public Hearing and had some comments to relay as he will not be present for the next meeting.  Jim stated that he had some concerns about the slope of the building to the access road and whether or not the trucks would be able to maneuver the turn.  He suggests that the road be built up or moved down.  The Board thanked him for his comments and stated that this will be discussed at the next meeting of the Fire and Rescue Task Force.




  • Old Business
  • Tax Acquired Property Discussion
No bids were submitted for the property.  Allen Crabtree made a motion to go back out to bid, with the minimum bid being our costs.  It was seconded by Dana Batchelder.  Motion carried.

Norm Storey stated that there is a parcel of land that abuts him that his ex-wife owns.  It seems like this piece of property always makes it to the foreclosure stage.  Norm asked if he could purchase the land.  It was stated that he could bid on the land when it goes out to bid after foreclosure.

  • Personnel Policy Revisions
The committee will meet again to discuss the following comments/suggestions:
  • Strike the 52 weeks a year statement in Article XXX-Vacation
  • Clarify what is expected of exempt employees in Article XXXVIII
  • Reference a source under Article XXXII for FMLA
  • Clearly define “conflict of interest” in Article XV
        
  • New Business
  • Road Committee Goals/Discussion-Phil Lowe
Phil Lowe stated that the committee had met.  The committee will use a Road System Management System which will use data from road surveys to prioritize where, what and how bad are the road conditions.  By inputting costs for gravel and asphalt, culverts etc, reports can then be generated to help budget for road maintenance.  It was stated that now that the “ball is in motion” it is important to keep it going.  It was stated the perhaps a Road Fund could be established in CIP as well as a budgetary item.





  • Award Grading Contract
Claudia Lowe, President of the Great Shoals/Anderson Road Association addressed the Board.  Claudia stated that every year the road association works to bring the road up to standards in preparation for winter plowing.  Their work is usually scheduled around the Anderson’s grading.  Claudia was concerned that it had snowed already and the road had not been graded.

Jim Smith stated that 4 bids had been received for grading services.  Two of the bids were for once a year, two were for twice a year (which was the intent).  There was discussion regarding the term of the contract (1, 2 or 3 years), specifications for grading, and whether or not to pay per grading.  It was also stated that the list of roads was not complete.  Residents present felt that although Anderson and Sons were not the low bidder, they are familiar with the Town Roads; they use excellent gravel and have always done a satisfactory job.  The Board agreed that grading needs to be done this fall, and timing is becoming an issue.  In fairness to all bidders, the Board felt that they should go back and re-bid the grading services.  Allen Crabtree made a motion to have George Anderson and Sons do the fall grading, and that a new set of specifications and roads be drafted and put grading services back out to bid for the spring.  It was seconded by Ann Farley.  Motion carried.  Dana Batchelder stated that he would like to see bids opened during Selectmen’s Meeting.  Ann Farley agreed with Dana and stated that this is part of the purchasing policy, which should be reviewed.

  • Pole Permit Applications
Allen Crabtree made a motion to approve the pole permit applications for Nason’s Beach and Convene Road.  It was seconded by Jeff Harriman.  Motion carried.

VII.    Reports from Town Officials
  • Town Manager
Jim Smith reported that out of the four candidates for Code Enforcement Officer, he had called two back for a second interview.  Based on the second interview, he had made his choice, which is an individual with 14 years experience. The candidate will be coming in on Friday to discuss the job description, pay and work schedules.

  • Selectmen
Edythe Harnden reported the following:
  • The first Weatherization Grant needs to be finalized, so the second one can start.  She stated that 1 roof had been started today as well as another person’s ceiling.  Edythe stated that windows and a motor for a furnace would be drawn on the second grant.
  • Stated that she will have a table at Elections to sell crafts.  Proceeds will go to the Fuel Assistance Fund.
Allen Crabtree had no comments.

Ann Farley reported the following:
  • The next ordinance/policy to be reviewed will be the purchasing policy.
Jeff Harriman reported the following:
  • Douglas Mountain Work Day would be on November 5.  Please remember to bring your rakes, shovels, gloves etc.
Dana Batchelder had no comments.




  • Committees

  • Executive Session pursuant to Title 1 § 405 (6) (F) to Discuss a Poverty Abatement
Allen Crabtree made a motion to enter into Executive Session at 7:40 pm.  It was seconded by Jeff Harriman.  Motion carried.

The Board re-convened at 7:50 pm.  There was no action taken during executive session.

Jeff Harriman made a motion to deny the poverty abatement.  It was seconded by Ann Farley.  Motion carried with Dana Batchelder abstaining.  The Board would like the applicant referred to General Assistance for references to available assistance and services.  


  • Adjournment
Jeff Harriman made a motion to adjourn at 7:52 pm.  It was seconded by Edythe Harnden. Motion carried.



Respectfully submitted,



Michele A. Bukoveckas
Town Clerk


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