Board of Selectmen Meeting
MINUTES
SEBAGO BOARD OF SELECTMEN’S MEETING
5:00 PM
TOWN OFFICE
TUESDAY, JUNE 5, 2018
ALL REGULAR BOARD OF SELECTMEN MEETINGS
ARE HELD THE 1ST AND 3RD TUESDAY OF EACH MONTH.
CALL TO ORDER
The meeting was called to order by Chairman, Ann Farley at 5:00 pm.
I. ROLL CALL
Present: Selectmen; Ann Farley, Edythe Harnden, Phil Lowe and Tim Mayberry, Town Manager, Michele Bukoveckas, Town Clerk and Recorder, Maureen Scanlon
Absent: Chris Parker
Guests present: Jim Libby, Jim Jansz, Code Enforcement Officer, Brandon Woolley
II. Executive Session, Pursuant to Title 1 § 405 (6) (E) Consultations with Legal Council
Ann Farley made a motion to enter into Executive Session at 5:00 pm. It was seconded by Tim Mayberry. Motion carried.
The Board returned to the regular session at 6:00 pm. with no action taken during the Executive Session.
Selectman, Phil Lowe, Town Clerk and Recorder, Maureen Scanlon, and the members of the audience joined the meeting at the end of the Executive Session.
III. ADJUSTMENTS TO THE AGENDA
Added item – “Old Business – Agenda Item A. – Camp O-At-Ka Settlement”.
IV. CONSENT AGENDA
Approval of the May 15, 2018 Selectmen’s Meeting Minutes
Edie Harnden made a motion to approve the May 15, 2018 meeting minutes as presented. It was seconded by Phil Lowe. Motion carried with all in favor.
Approval of the May 24, 2018 Selectmen’s Meeting Minutes
Phil Lowe made a motion to approve the May 24, 2018 meeting minutes as presented. It was seconded by Edie Harnden. Motion carried with all in favor.
V. COMMENTS FROM THE PUBLIC
Jim Jansz brought up the subject of the Public Safety Building and the funding for it that was discussed at the Town Meeting that was held on Saturday, June 2nd. He expressed concern that there seemed to be a breakdown of communication between the Board of Selectmen, Budget and CIP Committees, and the Fire and Rescue Departments regarding the standing of this project. There was some discussion on this matter with Jim Libby adding input which referenced the progression of the project during his time while serving as a Selectman. The Board decided that a workshop will be held at the next Board meeting. The Fire Chief, Deputy Fire Chief, Deputy Rescue Chief and other key members of the two departments will be invited to attend in order to get back on track with moving forward with this proposed project. Additional meetings will be held with more of the Fire and Rescue staff members at a later time.
VI. OLD BUSINESS
Camp O-At-Ka Settlement
Ann Farley stated that this matter was discussed with the town’s legal council during the Executive Session with no action taken.
Ann Farley made a motion to authorize the Town Manager to make the settlement agreement with Camp O-At-Ka per discussion in Executive Session. It was seconded by Tim Mayberry. Motion carried with all in favor.
VII. NEW BUSINESS
School Expense Disbursement Warrant Discussion and Approval
Michele Bukoveckas explained that “School Expense Disbursement Warrant” is similar to the “Disbursement Warrant” that is signed every year by the Selectmen after the election is held which allows the disbursement of State, School and payroll payments with one Selectman’s signature. This document gives authority to the School Superintendent to disburse school related payments. Otherwise, the Board of Selectmen would have to sign off on two separate warrants in order to process payments. It was noted that this makes sense since it is the School Superintendent that would be more familiar with the details of any school related payments.
Phil Lowe made a motion to approve the School Expense Disbursement Warrant as presented. It was seconded by Edie Harnden. Motion carried with all in favor. The Board proceeded to sign off on this document. The Town Manager, Town Clerk and School Superintendent will each retain a copy of this document.
Action Items from Town Meeting
Discussion deferred until the Town Manager submits her report which covers these items.
Discussion on Docks
There was discussion on the matter of docks being located at the end of right-of-ways with input from the Code Enforcement Officer and Town Manager. The Board asked Brandon to develop a Dock Ordinance before they address this matter any further.
VIII. REPORTS FROM TOWN OFFICALS
A Town Manager
In January I applied for a grant to install a hood/vent system over the gas stove. We were awarded $2,500 from the Cumberland County Youth funds of the Maine Community Foundation. Brandon stated he would help me find who would provide this service. We have one year to spend the funds.
Spoke with Scott Rollins from MDOT regarding the Long Beach Issue. He stated that Sebago is currently scheduled for 2021 for a “rehabilitation”. I inquired what that entailed; he stated some minor drainage work and an overlay. I explained this will not solve the issues, more needs to be done. He is going to pass this on to his supervisor. I sent an email to Rep. Rich Cebra and advised him of this conversation and stated that more needed to be done to address the drainage issue.
Met with Patrick Adams from MDOT (bike and sidewalk division) regarding a crosswalk from the school to the library. We were joined by Tina Vanasse and Sue Newton. Patrick stated that in order for his department to help pay, sidewalks and landings would need to be installed; a quick estimate came to $60,000. If the town were to do the work, we could make a path from the side building to the library and make a path from the landing to the driveway of the library. A traffic study would still have to be done, and a flashing solar sign would be required, but Patrick felt it could be done for about $15,000. Just something to think about….
I have placed a short survey on the Town’s Website asking people if the Town Hall name should be changed. Out of 40 responses 65% said yes, 35% said no.
The Board decided to make signage improvements at this time.
Working on ensuring that the alarm system and dispatch services are ready to go for July 1st.
On Wednesday, May 30th, Tim Mayberry, Wayne Allen and I met with the FEMA team for a Q & A regarding the Oct-Nov storm. More information needs to be gathered for the town to be reimbursed. We have until July 29th to submit our claims.
I have spoken with the Fire Chief and they no longer want the 1990 Fire Truck which is being stored at the Public Works garage. Do we want to try to sell it again?
The Board decided to proceed with selling this Fire Truck.
Spoke with Suzanne Busierre regarding switching the street lights over to LEDs. She is working on a proposal of what we will save and will be giving an estimated start date.
Spoke with Danielle Ahern at Bangor Savings. We can hold the closing in June with the first payment due in July 2019, or to keep it “cleaner” we should have the closing in July with the first payment due the following July. Since this was a warrant article that effects the fiscal year July 2018 to June 2019, I would make the recommendation that we have the closing in July and set up the re-payment schedule for every July after that until the loan is repaid. Funds would be released after closing which would then allow us to make the 20% ($29,000) down payment to ReVision. I spoke with Jo at ReVision, and she does not see this as an issue and will put us in the queue.
Phil Lowe made a motion to give the Town Manager the authority to sign the bank loan and the contract with ReVision Energy. It was seconded by Tim Mayberry. Motion carried with all in favor.
In speaking with Jo at ReVision, she would like to know where the Town would like the EV charger. I’d like to recommend the Town Office where it would be less prone to vandalism.
The Board agreed to the EV charger being located at the Town Office location. They also asked the Town Manager to look into fee options for people charging their vehicles.
Our Recreation Director, Amanda Hawkes is looking at having swimming lessons at the Town Beach this summer. I have checked with our insurance carrier, and yes, the town would be covered under the general liability. Is this something the Board is interested in? The town would pay the instructor, who would be Red Cross certified.
Ann Farley made a motion to move ahead with offering swimming lessons by the Red Cross certified instructor. It was seconded by Edie Harnden. Motion carried with all in favor.
When would you like to have your Bulky Waste Day so we may begin to advertise?
The Board decided that the town’s Bulky Waste Day will be held on Saturday, August 4th. This will be advertised throughout town and on the town’s website.
In preparing for year end, I have a few housekeeping items which require your attention. 1) Last year voters approved $30,000 from the UFB (Undesignated Fund Balance) for the vault. To date we have spent $13,771.70. To my knowledge the project is complete, but I would like to have you assign some of the remaining funds for incidentals. The balance would then roll over into the Fund Balance. I would like to recommend $5,000 for the Assigned Fund Balance for this purpose. After about 1 year, the remaining funds would then roll into the UFB.
Ann Farley made a motion to assign $5,000 of the remaining funds to the Assigned Fund Balance for the Vault project with any unused funds rolling over into the Fund Balance. It was seconded by Phil Lowe. Motion carried with all in favor.
As you know, we are awaiting the outcome of our previous recreation director, which requires I set aside 3 months of wages. Once again, I am asking you set aside $3,750 for wages for the Assigned Fund Balance for this purpose.
Phil Lowe made a motion to assign $3,750 to the Assigned Fund Balance for potential wages due to the former Recreation Director. It was seconded by Tim Mayberry. After further discussion, the motion carried with all in favor.
I have 5 vacation days left. I intend on taking the following: Fri. June 8th, Wed. June 13th, Wed, June 20th, Fri June 22nd, Tues. June 26th.
I am having my last Leadership Class this Thursday (all day), with my graduation on June 28th (part of the day).
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B. Selectmen
Tim Mayberry had nothing to report.
Phil Lowe had nothing to report.
Edie Harnden had nothing to report.
Ann Farley reported that Administrative Assistant/Deputy Clerk, Desirae Bachelder, typed up new Town Manager Evaluation forms. Ann distributed these new forms to the Selectmen for their review and future use. Any additional changes should be brought to Desirae’s attention.
Ann Farley submitted her resignation from the Board effective 6/19/2018. She also resigned from her position on the Town Cemetery and Small Cemeteries Committees. A copy of this resignation letter is attached to and does hereby become of part of the original set of these minutes.
Due to the time period protocols that need to be followed it was determined that a special town meeting in order to fill Ann’s vacated position would not be warranted. Therefore her position will remain vacant until the November 6, 2018 election.
C. Committees
Nothing reported.
Miscellaneous Comment
Jim Jansz stated that he feels very confident in Code Enforcement Officer Brandon Woolley’s abilities. But, with respect to the Board’s direction to have him develop a Dock Ordinance, he suggested that the Board also consider having a property attorney review the town’s ordinances for any lawsuit liability. The Board agreed to take this into consideration in the future.
lX. Executive Session, Pursuant to Title 1 § 405 (6) (A) to Discuss a Personnel Matter – Town Manager’s Performance Evaluation
Phil Lowe made a motion to enter into Executive Session at 7:15 pm. It was seconded by Tim Mayberry. Motion carried with all in favor.
The Board returned to the regular session at 7:30 pm. with no action taken during the Executive Session.
X. Adjournment
Ann Farley made a motion to adjourn at 7:31 pm. It was seconded by Tim Mayberry. Motion carried with all in favor.
Respectfully submitted,
Maureen F. Scanlon
Town Clerk