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Board of Selectmen Minutes 02/06/2018
MINUTES
SEBAGO BOARD OF SELECTMEN’S MEETING
5:00 PM
TOWN OFFICE
Tuesday, February 6, 2018

ALL REGULAR BOARD OF SELECTMEN MEETINGS
ARE HELD THE 1ST AND 3RD TUESDAY OF EACH MONTH.


The Board of Selectmen met at 5:00 pm for an Executive Session based on the following: Executive Session, Pursuant to Title 1 § 405 (6) (C) Acquisition of Property to be Affixed to Salt Shed, 405 (6) (E) Consultations with Legal Council and 405 (6) (A) to Discuss a Personnel Matter.

Ann Farley made a motion to enter into Executive Session at 5:02 pm.  It was seconded by Edie Harnden.  Motion carried with all in favor.

The Board came out of Executive Session at 6:18 pm.  

Phil Lowe made a motion to have the Town Manager advertise the Recreation Director’s position.  It was seconded by Edie Harnden.  Motion carried with four in favor and one abstaining from the vote.  

Ann Farley made a motion to send the Solar Array contract to ReVision Energy as amended and have the Town Manager orchestrate the contract.  It was seconded by Phil Lowe.  Motion carried with all in favor.

CALL TO ORDER

The meeting was called to order by Chairman Ann Farley at 6:20 pm.

I.      ROLL CALL

Present: Selectmen; Ann Farley, Edythe Harnden, Phil Lowe, Tim Mayberry and Chris Parker, Town Manager, Michele Bukoveckas, Town Clerk and Recorder, Maureen Scanlon

Guests present: Lisa Johnson, Amanda Hawkes, Code Enforcement Officer, Brandon Woolley, Ted Greene

II.     ADJUSTMENTS TO THE AGENDA

        There were no adjustments to the agenda.


III.    Consent Agenda

  • Approval of the January 2, 2018 Selectmen’s Meeting Minutes
Ann Farley made a motion to approve the January 2, 2018 meeting minutes.  It was seconded by Phil Lowe.  Motion carried with all in favor.
                                                        
IV.     COMMENTS FROM THE PUBLIC

        There were none.

V.      OLD BUSINESS
                
        There were no Old Business agenda items.
                                                
VI.     NEW BUSINESS

  • SYAA Discussion
Amanda Hawkes explained that she has been working on the budget for this year’s SYAA activities and has discovered that due to regulations some of the equipment needs to be replaced that will require additional funding that was not originally anticipated.  

Michele Bukoveckas stated that the former Recreation Director used to run the SYAA program.  In her absence, Amanda Hawkes and some of the other parents have stepped forward to continue that program which is why Amanda and Lisa Johnson are before the Board this evening.

Amanda and Lisa proceeded to review the budget that has been put together and explained that they are actively pursuing other venues for raising additional funds for items such as uniforms.  This includes seeking out local sponsors and other fund raising ventures that are still being considered.

Michele Bukoveckas mentioned that $1,900.00 was collected in returnable bottles at the Transfer Station on behalf of the SYAA program.  These funds will be transferred over to the SYAA budget line.  

(ADMINISTRATIVE CORRECTION NOTATION: After the close of this meeting it was verified that the actual dollar amount that was raised in returnables for the SYAA program was $1,094.05 and not $1,900.00 as was reported.)

It was noted that there are still funds available in the overall Recreation Department budget.  Some of these funds are earmarked for funding the Beach Attendant position until the end of the fiscal year (June 30th).  However, other than Easter activities there are no other scheduled programs before June 30th.  There was further discussion on the availability of funds for this year and future funding accountability options that are being discussed with the town’s auditor for this program.
Ann Farley made a motion to transfer the $1,900.00 (Corrected to $1,094.05) from the Recreation Revenues (from the returnable bottles collected) budget line item to the SYAA budget line item.  An additional amount of $1,275.00 will be taken out of the Recreation Department Activities budget line item (to offset the balance of funds needed to run the program this year).  It was seconded by Phil Lowe.  Motion carried with all in favor.   

(ADMINISTRATIVE CORRECTION NOTATION: After the close of this meeting it was verified that the actual additional dollar amount that was needed for the SYAA program was $2,080.00 and not $1,275.00 that was discussed.  This amount is available to transfer over to the SYAA budget line item.)  
  
Edie Harnden mentioned that when items are being purchased for the program the purchaser needs to check with the Town Office staff to see if the town has an existing account with the vendor in order to avoid unnecessarily paying sales tax.  

  • Town Hall Heat Discussion
Michele Bukoveckas informed the Board that it is increasingly difficult to find repair parts for the small kerosene heater located in the lower level of the Town Hall building.  She researched several different replacement options which she presented to the Board.  The Board asked Michele and Brandon Woolley to work together in further researching the option of creating two separate heat zones by installing duct work/dampers on the existing (larger) heating system.       

VII.    REPORTS FROM TOWN OFFICALS
                
  • Town Manager
  • The Fairpoint Communications phone conversion is complete.  Phones should now be operational during power outages and this should eliminate numerous issues with the alarms.
  • The new generator for Public Works has been installed.  I am recommending that the old unit be sold with a minimum bid of $400.
The Board agreed to the Town Manager’s above recommendation.

  • Attended FEMA training and mandatory meeting for the Oct. 30-Nov 4 storm.  It could take up to a year before we see any funds.  We will receive 90% of eligible expenses.
  • The annual survey of the conservation easement of the Swamp Rd. property has been completed.  All seemed to be in good order, but the property needs to be marked.  It was recommended to use the same company that did the original boundary survey.  The cost would be $1,800.  Do we want to use land acquisition funds (CIP) or legal funds for this purpose?
Michele noted that it was recommended that this be done in the month of March.  After some discussion it was suggested that perhaps the Public Works department could perform this task.  Michele will discuss the feasibility of this with the Public Works Director.  Several of the Selectmen offered to assist if needed.  

  • Now that Sebago is going to form its own school district, I’d like you to consider the following.  The school budget adoption process is a two-fold process: Budget Meeting where voters vote on the school budget articles by the show of hands, and then a budget validation referendum by secret ballot.  I am proposing that the budget referendum be scheduled on the same date as the June Primary (June 12, 2018).  Also on this date would be the election of all municipal officers.  Nomination papers would be available starting on Friday, March 2, 2018.
  • Working on a Mowing RFP.  This will include all cemeteries (fall and spring clean-up), the Veteran’s Park, the School and ballfields.
  • Hired Evelyn Exley as the new part-time assistant.  Evelyn lives very close to the Town Office, has many skills and will be an asset to the office.
  • Fire Station 3 ran out of fuel on Sunday, January 28th.  I had them deliver that night with no additional charge for the emergency delivery, since we were on auto fill.  I told them that this cannot happen again.  I called them on Tuesday to “up” the delivery schedule.  In addition, there are two tanks for the generator, and one for fuel.  They will all be tied together (pigtailed) on Wednesday, February 7th.
  • Rick from Gilman electric gave a quote to change lights at the Town Office to LEDs.  The building will be done in phases and Efficiency Maine will give us a credit.
The Board directed the Town Manager to proceed in having the whole building done at this time and to take the required funds out of the CIP (Capital Improvement Program) account for Town Buildings.  

  • I have been accepted by the Leadership Academy for their spring session of a 14 week course that meets on Thursdays every other week.  The fee is $495.00.  
The Board approved the funds to be used from the Town Manager’s mileage budget.  
 
  • Please contact me via the office phone during business hours.  Although I do receive a stipend, it is my personal cell phone that I use to contact my family, Fire, EMS, and PW.  At times I may reach out to Board members in an emergency.  I would also like to request that unless it is an emergency, please do not contact me on weekends or Mondays as those are my much-needed time off.  Most items can wait until the workweek to address.  Thank you!
  • Selectmen
Chris Parker had nothing to report.

Tim Mayberry had nothing to report.

Edie Harnden had nothing to report.

Phil Lowe had nothing to report.

Ann Farley mentioned that during the budget process it was noted that the water at the Food Pantry is brown.  A new water system is being installed at a cost of $2,000.00 and although they did not ask for funding assistance for this new system, Ann would like to approve $1,000.00 to help offset this cost.  

Ann Farley made a motion to take $1,000.00 out of the CIP Building account for the Food Pantry to help with the new water system.  It was seconded by Phil Lowe.  Motion carried with all in favor.   

  • Committees
  • Ordinance Review Committee
Brandon Woolley informed the Board of some of the updates/revisions that he and the Planning Board are working on for the Shoreland Zoning and Land Use ordinances.   

VIII.   Adjournment

Ann Farley made a motion to adjourn at 7:22 pm.  It was seconded by Phil Lowe.  Motion carried with all in favor.

Respectfully submitted,
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Maureen F. Scanlon
Town Clerk