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Board of Selectmen Minutes 12/02/2014

Call to Order
The meeting was called to order at 6:04 pm, by Chairman, Ann Farley.
I.      Roll Call       
Present were: Selectmen; Jim Libby, Ann Farley, Edythe Harnden, Chris Parker, Town Manager; Jim Smith and Town Clerk/Recorder, Michele Bukoveckas. Guests present were: Tony and Anja Schwieterman, Jerry Holt, and Carrie Walia from Loon Echo Trust.

II.     Adjustments to the Agenda
        New Business     G.   Abatements as Recommended by Assessor’s Agent
        New Business     H.   C.I.P. Discussion

        It was stated that New Business F. Discussion Regarding a Letter from an Abutter Concerning Outdoor Lights at the Town Hall would be taken during
IV. Comments from the Public.
III.    Written Communication
        A.      Approval of the November 4, 2014 Selectmen’s Meeting Minutes    Jim Libby made a motion to table this item until the next meeting to allow the Board time to review and make corrections. It was seconded by Edythe Harnden.  Motion carried.         
  • Comments from the Public
Anja Schwieterman had sent a letter to the Board stating their disappoint of the new lights at the Town Hall.  Although, they understand it was a safety issue, they find the lights to be intrusive to their home, neighboring area and night sky. They feel the lights should be turned off in the evening after events, instead of being on for extended periods of time.  Jim Smith stated that the timer has been adjusted, and the lights will be turned off around 9:30 pm.  He also stated he will look into having the lights aim down more so they are less intrusive.

  • Old Business
A.      Quitclaim Deed with Covenant Reserving a Conservation Easement-Loon Echo Revisions/Signing
        Jim Smith stated that the Town Attorney had reviewed the documents and did not have any comments.  He still has not reviewed the property description.  The Board made the following comments:
  • The Board stated that they were not comfortable with the 1 year limit to storing road construction material, and they would like that limit removed.
  • Conservation Values as related to Protected Property distances are currently blank.  Carrie stated that values will be inserted.  The Board will review before final signing.
The Board stated this will be placed on the next agenda in January.  Providing that the above changes are made, and the Town Attorney has no issues with the property description, the deed should be ready to sign on that date.
  • New Business
A.      Appointment of Registrar of Voters-Michele Bukoveckas
        Edythe Harnden made a motion to appoint Michele Bukoveckas as Registrar of Voter for a period of two (2) years.  It was seconded by Chris Parker.  Motion carried.

B.      CDBG Grant Availability Discussion
        Jim Smith commented that there are some very good grants out there. He will make copies of what is available and distribute to the Board.  It was stated that unlike FEMA grants, the town does not have to be NIMS compliant to apply for CDBG Grants.

C.      Acceptance of November 4, 2014 Special Town Referendum Results
        Ann Farley made a motion to approve the November 4, 2014 Special Town Referendum Results.  It was seconded by Edythe Harnden.  Motion carried.

D.      Acceptance of FY 14 Audit
        Jim Libby made a motion to approve the FY14 Audit.  It was seconded by Edythe Harnden.  Motion carried.

E.      Appoint Auditors for FY 14-16 (Berry Talbot, Royer)
        Ann Farley made a motion to Appoint Berry, Talbot, Royer of Falmouth as the Town Auditors for Fiscal Years, 2014, 2015 and 2016.  It was seconded by Edythe Harnden.  Motion carried.
F.      Discussion Regarding a Letter from an Abutter Concerning Outdoor Lights at the Town Hall
        Previously discussed under Comments from the Public.

G.      Abatements as Recommended by Assessors Agent
  • 028-022-ON-05-This abatement is being granted because the trailer was removed from Nason’s Beach Campground prior to April 1, 2014.  Ann Farley made a motion to approve the abatement in the amount of $52.43.  It was seconded by Edythe Harnden.  Motion carried.
  • 010-029-A- The abatement is being granted due to the house burning down prior to April 1, 2014. Jim Libby made a motion to approve the abatement in the amount of $1,086.01.  It was seconded by Chris Parker.  Motion carried.
H.      Capital Investment Program (C.I.P.) Discussion
        The following comments were made:
  • V21-This is for a front end loader (a new item this year).  The Board stated that the proper procedures had not been followed (getting cost estimates new vs. used, life expectancy, and prior Board approval before going to CIP)  The Board would like to have Neal come and speak to the Board at their next meeting.  The Board will then look at their options (leasing, leave on CIP, or a standalone article on the Annual Town Meeting Warrant).
  • P20-114 Road Drainage Design.  It was stated by the CIP Committee that this item is no longer needed, and according to the CIP Manual, when an item is fully funded and no longer needed, the funds revert to the UFB.  The Board decided to leave the funds on the list for the time being.
  • V17-The Public Works Pick Up truck.  Keep funding for future replacement.
  • V11-Tank 2.  This item has been moved from the fully funded list to the needs funding list.
  • V14-Add the word Wheeler 10 to the description.
  • V03-Add the words 6 Wheeler to the description.
  • V01-Add the word Wheeler to the description.
  • P23-Name change to Town Building Maintenance.
  • P09-Public Safety Building (Planning).  CIP recommended adding the word Planning to the title.  The Board felt that placing the word “Planning” to the name could potentially prevent the funds from being used for building; the Board recommends not having the word “Planning” added.  The Board also stated that perhaps a warrant article could be drafted asking for funds with a cap.  This article would ask the taxpayers for funds to design and do preliminary work on a new Public Safety Building, therefore the Board decided to remove the proposed funding of $18,988 from CIP.  
VII.    Reports from Town Officials

  • Town Manager
Jim Smith commented/reported on the following:
  • Considering the Food Pantry is a function of the Town, he felt it would not be an issue if Public Works would do a few “passes” in the parking lot when plowing.
  • Received information that the Public Utilities Commission has granted permission to Central Maine Power to do a rate increase.  This increase could potentially double our costs.  Therefore it is expected that we will be over budget this year, and should plan accordingly for the next budget cycle.
  • Selectmen
Chris Parker commented/reported on the following:
  • Inquired as to why the Town Hall was being plowed during a snow storm at 6:30 pm.  He did not feel it was a priority, and could have waited.  Jim Smith will look into this issue.
Ann Farley commented/reported on the following:
  • Had spoken with Tim Mayberry regarding whether or not he had knowledge of the Town Hall Parking lot having received its final paving. Tim Mayberry stated it had not.
  • Tim Mayberry is working out of Town for a month and will not be attending meetings.  He will however come in and sign the warrants on the weekend.
  • CIP asking whether or not the Fitch Road Bridge was ever accepted by the Board.  Tim Mayberry suggested reading the minutes during the 1950s-1960s).
  • Thursday morning meeting with Jim, will be Chris Parker and herself.
Edythe Harnden commented/reported on the following:
  • Received a call from a lady who was upset with the service she received at the Transfer Station last week. (She went through the trouble of breaking down her card board for recycling, and the attendant just threw them in with regular trash).
  • Inquired as to why the Public Works crew gets 2 hours of sanding time, but the Director gets 3 hours. She also inquired that there are 4 trucks and 4 crew members (including the Director), what does the 4 person due if a truck is down.  Jim stated he will look into both issues.
  • Across from the Allen Road on Convene, there is a rotten tree that needs to be removed before it falls.  Jim will address this issue.
  • Inquired as to why the Town Clerk does not get mileage reimbursement when attending meetings which do not occur on regular work days.  Jim stated he was not aware and that she should put in for mileage when it is not a regular work day.
  • A great big “Thank You” to all that participated and contributed to the Polar Dip.  It was a huge success!!!
        Jim Libby commented/reported on the following:
  • Inquired if the Public Works Director was aware of a potential cost savings purchasing salt through the MMA program.
  • Suburban Propane charges a Safety P & T and Transportation Fuel Surcharge for every delivery.  Perhaps it’s time to look for another vendor.
  • Could funds from Cemetery Perpetual Care account be used to offset mowing fees. Michele stated, that the interest could.
  • Inquired if the Town was plowing the section of Folly Road just past the bridge to the new house. Jim Smith stated that the town was not.
  • Committees      
VIII.   Executive Session, Pursuant to Title 1 § 405 (6) (A) to Discuss a Personnel Matter – Town Manager’s Contract
        Ann Farley made a motion to enter into Executive Session, Pursuant to Title 1
§ 405 (6) (A) to Discuss a Personnel Matter – Town Manager’s Contract at
8:13 pm.  It was seconded by Jim Libby.  Motion carried.

The Board returned to regular session at 8:30 pm.  No action taken during Executive Session.

IX.     Adjournment
Edythe Harnden made a motion to adjourn at 8:35 pm.  It was seconded by Jim Libby.  Motion carried.

Respectfully submitted,
Michele A. Bukoveckas
Town Clerk