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Sebago Maine Town Seal
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Board of Selectmen Minutes 08/19/2014

Call to Order
The meeting was called to order at 6:00 pm by Chairman, Ann Farley.
I.      Roll Call
Present were Selectman, Ann Farley, Jim Libby, Chris Parker, Tim Mayberry, Edythe Harnden, Town Manager; Jim Smith, Town Clerk and Recorder, Michele Bukoveckas.  Guests present were: Phil Strike, Fire Chief; Ken Littlefield and Deputy Rescue Chief; Jason Schoolcraft.     

II.     Adjustments to the Agenda
        New Business-Pole Permit Application.
III.    Written Communication
                A.      Approval of the July 15, 2014 Selectmen’s Meeting Minutes
        Jim Libby requested a correction under his report.  Jim Libby made a motion to approve the July 15, 2014 Selectmen’s Meeting Minutes as amended.  It was seconded by Tim Mayberry.  Motion carried.
  • Comments from the Public
Deputy Rescue Chief, Jason Schoolcraft stated that the billing company had sent letters out to individuals that had balances over 60 days for rescue calls.  He stated that some of the individuals have contacted him with documentation showing their inability to pay.  Jason was looking for direction from the Board as to whether or not to send the rest to collections.  Fire Chief, Ken Littlefield stated that at a town meeting, it was stated that 2 letters asking for payment would be sent out, and then the bill would be “written off”.  The Board decided that it since this was the case, the issue should return to town meeting for the taxpayers to decide.  Jim Libby made a motion to have a warrant article on this issue on the June 2015 Town Meeting Warrant.  It was seconded by Edythe Harnden.  Motion carried.

Phil Strike stated that the rope on the buoys and the corner anchors at the Town Beach need to be replaced.

  • Old Business
  • Town Meeting Discussion (Article 17)
It was stated that the town’s current purchasing policy gives the authority to the Town Manager to dispose of surplus property, so there really is no need for the article.  Jim Libby stated he would like the policy amended to include language that states “with Board of Selectmen approval”.  In addition, there was discussion to add language that includes the disposal or sale of wood products.  Ann Farley made a motion for SECTION V. PURCHASING AGENT: POWERS AND DUTIES to read as follows: The Town Manager shall be the purchasing agent for the Town, and supervise and manage the purchase of all supplies, materials, and equipment for use by the Town in the operation/maintenance of its departments. The purchasing agent shall also govern the sale of surplus, obsolete, or unused supplies, materials, including wood products and equipment whenever the same shall no longer be required for municipal purposes, with approval of the Board of Selectmen. The Select Board shall award bids for services or materials requiring bonding. Lease purchases containing non-appropriation language shall be awarded by the purchasing agent. The motion was seconded by Edythe Harnden.  Motion carried.
During this discussion, the Board was made aware of a bucket for the front end loader that does not meet our needs.  Ann Farley made a motion that the town manager negotiate the sale of the bucket in exchange for grader parts with the excess funds to come from the winter roads budget.  It was seconded by Tim Mayberry.  Motion carried.

  • New Business
A.      Appointment of Brandon Woolley as C.E.O. and L.P.I.
        Edythe Harnden made a motion to appoint Brandon Woolley as C.E.O. and L.P.I.  It was seconded by Chris Parker.  Motion carried.

B.      Signing of Cumberland County Warrant
        It was stated that the Cumberland County tax went up $4,915 from last year.  Jim Libby made a motion to sign the Cumberland County Tax.  It was seconded by Edythe Harnden.  Motion carried.  

C.      Server Reserve Question
        Michele stated the due to a bank error; the server reserve account had been overdrawn.  In looking at last year’s expenses, the software license account had an unexpended balance of $4,600.  She would like to transfer $2,600.84 from the software license account to the server reserve to bring it back to a zero balance (get it out of the negative).

D.      Goals-Building Maintenance      
        Postponed until the September 2, 2014.
E.      Fire Department Discussion
                a.      Fire Alarms Systems and Personnel Policy
Fire Chief, Ken Littlefield stated that ever since the town switched to Time Warner, there has been nothing but problems.  Every time the power “glitches”, the alarms go off.  Bill Weise of Lake Region Security stated it is because the alarm needs a dedicated analog line, and we have a digital line.  He also stated that the alarms and sensors have not been inspected nor had maintenance for many years.  Jim will contact Bill Weise to fix this issue, which may require Fairpoint installing a dedicated line.

Ken Littlefield stated that the Board has questioned the hours worked by Daytime Per Diem personnel.  It was stated that our current policy states that an employee is considered full time after 32 hours, which qualifies them for benefits.  Ken stated that this at times creates coverage issues.  It was stated that Fire/Rescue personnel are exempt from the “standard labor laws”, that is they can work more hours before they are considered full time.  It was stated that language should be added to the personnel policy to address this issue.

                b.      Engine 2
Fire Chief, Ken Littlefield went over some of the details of the new fire truck that the department is requesting.  The Board stated that some of the townspeople may question the need for some of the requested items and that the department has to be ready to defend those items.  Jim Smith stated funds in the reserve account are short by about $70,000.  There was discussion of having a special town meeting to transfer funds from the CIP Tank 2 account to the CIP Engine 2 account.  Town Clerk, Michele Bukoveckas recommended having a referendum in coordination with the State Election in November.  She stated traditionally, less than 60 people attend a special town meeting, whereas State Elections (especially a Gubernatorial) yield about 800 people.  Michele stated that a Public Hearing is held at least 10 days prior to election.  In addition, a warrant article would be asked regarding selling the existing fire truck and apply those funds towards the purchase.

                c.      Fire Station Study
The Board stated they had visited the Newfield Fire Station.  They observed several things they liked, and things they would change.  This will be placed on the September 16th agenda for more discussion.
Ken asked about the status of the generators.  Jim Smith stated the propane tanks had been set at Station 3 and that Station 2 would be done on August 26th.  Ken stated that something will have to be done at Station 3 to protect the tanks.

Ken stated that he noticed that the roll off truck’s inspection sticker had expired quite a while ago.  Jim Smith stated he will look into this issue.

F.      Pole Permit Application
Tim Mayberry made a motion to approve the Pole Permit Application for Julian Ave.  It was seconded by Chris Parker. Motion carried.

VII.    Reports from Town Officials

  • Town Manager
Jim Smith commented/reported on the following:
  • The town attorney will be contacting the prior property owners to discuss the foreclosures.
  • Has been approached by an abutter of a piece of tax acquired property who is interested in purchasing the tax acquired property.
  • Spoke with an individual concerning painting the roof on Station 2.
  • The well at Public Works will be drilled by D. M. Well drilling in 2-3 weeks.
  • Spoke with Mike Shields concerning insulation for the Town Office attic.
  • Spoke with Mark Thorne concerning repairing the siding at the Town Hall and the cupola at the Historical Building.
  • Spoke with an individual concerning painting the abutments at the transfer station.
  • A crabapple will be planted  at the Memorial Park
        School Board Member Richard Merritt is ready to resign; therefore we need to find someone to replace him until the next election next May.  It was stated that we need a letter of resignation from Richard.

  • Selectmen
Chris Parker had nothing to report.

Tim Mayberry had nothing to report.

Ann Farley reported the following:
  • Will not be here this Thursday morning.  She asked if others still wanted to meet, they said no, so the meeting is canceled.
Jim Libby reported/commented on the following:
  • The buoys at the beach need to be removed.
  • Need to think about how building improvements will be funded.
  • Had a question about an expense by the Fire Department and whether or not it was required.  Jim Smith will look into it.
Edythe Harnden reported the following:
  • Grateful for the work the girls in the front office are doing to help raise funds for the fuel fund.
  • Camp O AT KA Harvest Dinner for the Fuel Fund will take place at Camp O AT KA at 6:00 p.m.
  • Little Caesars’s pizza kits are being delivered on Monday, August 25th.
  • Donna Cook is working on having a dunk tank (for the town to own).  This will have to be approved by the Board.
  • Trees at the bottom of the Town Office driveway should be trimmed to improve visibility.
  • Inquired about the other tax acquired properties.  Jim responded the town attorneys are working on them.
  • Committees

VIII.   Adjournment
Ann Farley made a motion to adjourn at 8:40 pm.  It was seconded by Tim Mayberry.  Motion carried.

Respectfully submitted,
Michele A. Bukoveckas
Town Clerk