Town of Otisfield
Board of Selectmen Meeting Minutes
April 1, 2009
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1. ~CALL TO ORDER: The regular meeting was called to order at 7:00 PM. All BOS were present.
~2. SECRETARY’S REPORT:
A. Meeting Minutes from March 18, 2009.Motion to accept minutes. HF/RM– Unanimous.
3. SPECIAL EVENTS
A. Brad Plante – Harrison’s Town Manager - Scribner's Mills Bridge Discussion. Bridge is shared between Otisfield & Harrison. The Department of Transportation (DOT) has written bridge up for various deficiencies. The Town of Harrison sent a letter to the DOT looking for Financial Assistance. That request was denied. This will be a potential Warrant article for the town of Harrison and possibly Otisfield. RM: Did DOT recommend doing minimal repairs that would allow their approved usage of the bridge? Brad: That question was not asked, but he will call DOT to find out what minimal requirements are needed to keep bridge operational. Harrison BOS and Town Manager will do a site visit when Otisfield BOS & Ross Cutlitz, P.E., plan to do theirs.
B. Jeff Stern- Representing TLEA: TLEA grant update discussion and review of town road erosion problems and solutions: TLEA DEP 319 cost sharing grant is due later this Spring. Jeff came back with the following items 1) Commitment letter for the BOS to review and edit as they see fit, 2) breakdown of cost “high and low” 3) the Roads that are intended to be fixed and 4) TLEA commitment amount of $10,000.00 cash and $4,000.00 In-kind.
$57,000.00 (Grant) + $38,300.00 (match) = $95,300.00 Total Implementation Project.
Discussion: HF: If the grant is denied, will the private groups still fund their portions and will TLEA continue the work? Jeff: Yes. They have this money slated for use on their own roads and sites and will continue on course. HF: How do the other BOS feel about appropriating these funds from the taxpayers, if the grant is denied, but the private groups continue? RM: This road work is absolutely necessary, regardless of the grant. Voters spoke at last year’s town meeting and were upset that town roads were eroding into Thomson Lake. The money should be set aside regardless if Grant is received or not. LA: 100% for this if we get the grant, but not if grant is denied. Economy is not looking good and times are tough. RM: I think we need to put it in front of the voters and let them decide. HF:
Sharing arrangements need to be seen. BOS will review commitment letter, but would like to see a breakdown of the amount Otisfield will receive from this. Jeff will report back to BOS when he is near the end of writing grant and numbers are more concrete.
~4. COMMITTEE REPORTS:
A. None.
~5. DEPARTMENT HEADS:
A. Chief Hooker-
1) MMA Report task update: All items are completed.
2)~BLS Action Plan update: Corrections are being made for The Maine Bureau of labor Standards
Audit. MH identified areas where action is needed to be compliant.
3)~Open House date change: Date changed from April 25th to June 13th, 2009 from 9:00 – 12:00 – The date has been changed so that Summer residents can attend.
4) Otisfield School: Both Mike and Rick have been communicating with Dave Marshall, SAD 17, about the FD ability to have the air handling system shut down during an emergency. This stops the air from moving throughout the school and spreading air to a potential fire, and moving possible fumes or carbon monoxide to all the classrooms. There is a smoke sensor in the ductwork that will shut it down if it senses smoke. Mike thinks someone should be able to shut system down if necessary, regardless of smoke detection. Mike will update the Board as more info. arrives.
6.~ QUESTIONS/COMMENTS FROM THE PUBLIC:
A. None.
~7. ADMINISTRATIVE ASSISTANT ITEMS:
A. New GA Ordinance Appendix B for food 4/1/09-9/30/09. This change is due to the stimulus bill signed by President Obama. It has increased by about $25.00 a month and $6.00 weekly. DHS needs a signed copy from the BOS. *Motion to sign the letter. LA/HF – Unanimous.
B. Spurrs corner Septic will be pumped this month; Jared Damon will mark where tank top is located. MIM informed BOS that there is less than $2,000 in the Buildings and Grounds account.
C. MIM has contacted Bradbury heating for the costs of a cover for oil filter at Gore Station and for oil lines at East Otisfield and Spurrs Corner. It will cost approximately $200.00 for each station. Furnace cleaning will be done in the summer, and that too will cost approximately $200 for each station.
D. Spoke with Richard Bean, Road Commissioner about Parking Lot at Spurrs Corner. Jared Damon will get measurements for Richard to figure estimate.
E. Researching stimulus money that may be available for Bell Hill Town Hall Renovations. Henry Hamilton will be coming to next meeting to discuss project. *WIP.
F. Use of rooms under clerk's office. MMA Insurance reported back to MIM, there is to be no public access because of the stair case being non-code compliant.
G. Signs have been ordered for Gore Rd Station. The cost of the signs are $58.00 each.
H. Silver Star Families of America requesting Otisfield to support their request Proclaiming May 1st, 2009 to be Silver Star Banner Day, honoring the sacrifices of the men & women in the Armed Forces. Motion that we do honor this request. LA/HF – Unanimous. MIM will format template to fit Otisfield.
I. Oxford County Tax Assessment for 09-10 is $182,256.00. This amount has gone up about $10,000.00
J. Dog Warrant: List of individuals who have not yet registered their dogs have been placed on a list to be sent to the Animal Control Officer (ACO) Motion to sign the unregistered dog’s list to give to ACO. LA/HF – Unanimous.
K. Conservation Committee – Andrea Verrill Nageswari has submitted an application to be on this committee– She will be at the next conservation meeting. MIM will talk to Pixie, Scott and Pat Blake and report back to BOS.
L. Diesel price locked in @ $219.9/gallon.
M. Letter from the Dept. of Transportation submitted into public record. The rest area off 117 at Twin Bridges will no longer be maintained as a rest area unless Otisfield wishes to take it over. Motion to write a letter to the DOT stating Otisfield has no interest in maintaining it as a rest area. LA/RM – Unanimous.
8. ADJUSTMENTS TO AGENDA:
A. None.
9. UNFINISHED /SCHEDULED BUSINESS:
A. Ordinance Policy Review Committee template submitted from TT. List of current items requested from TT has been submitted to BOS for sign off. HF: One item to add to the list: No smoking at beach. TT will add that item to the list and bring updated Agenda to next OPRC meeting.
B. Performance Evaluations (WIP) BOS meet w/ Committee April 16, 2009 @ 7:00 PM
C. Road Study Review (WIP) HF: Would like an update to the Road Study Plan. Future Agenda.
D. Town Comprehensive Plan (WIP)
10.~SELECTMEN’S ITEMS TO BE DISCUSSED & VOTED ON:
A. Motion to sign Warrant # 17 to pay the towns bills. LA/RM – Unanimous
B. Town Building replacement costs for insurance renewal. RM: Presented overview of structures and current replacement costs per our MMA insurance policy. After calling on Jared Damon to review these costs and brainstorming the options, RM had the following concerns: Concern # 1) ACV Town Hall, replacement cost is not enough, if it’s insured at all. MIM to find out if it is currently insured. HF: Bring to townspeople to decide if they want it insured if it’s not. Concern # 2, Gore Station and East Otisfield. Replacement cost should be raised to $1,000,000 each. Concern # 3) Town Office, may not be worth it to increase number if it wouldn’t be built as it sits currently. Town Office is currently under insured. MIM will research how much it will increase the policy to raise Town
Office amount. RM: Thinks that insurance company should make a site visit and give a reasonable number for a replacement cost. MMA can research some new buildings of similar design and report back to BOS. MIM will get a price for insuring at $800,000.00.
C. Town Vault electrical & air circulation discussion. RM: Presented overview of existing HVAC system. RM brought in an HVAC contractor out of Raymond & inspected everything. The system is not controlling the air quality, as much as it’s simply monitoring it. Not much dust going into vault, but is being recirculated from the foyer above and forced into the basement hallway, adjacent to the vault. Water based sprinkler system connected to vault and RM feels adequate storage boxes are necessary to protect documents and archives in the event of sprinklers going off. This must be part of the next phase of work done on the building and a professional will be needed. Currently no mold growing down there. Discussion about closing town office and MIM and Sharon will work in vault to
organize storage situation. Possibly closing the Wednesday after the 4th of July holiday.
D. Proposed Policy Statements from Committee for review.
1. Bidding Policy - *Omit 2nd & 3rd Paragraph, leave as it was originally. *Keep date showing it was looked at.*Motion to accept with edits. HF/RM – Unanimous.
~~~~~~~~2. Chimney & Wood Stove Inspections Policy – *Motion to accept as written. RM/HF – Unanimous.
3. Sand Use Policy – *Motion to accept as written. HF/RM – Unanimous.
4. Cemetery Policies - *Motion to accept as written. RM/HF – Unanimous.
Discussion: Ordinances need Public Hearing and will be held the same night of the Finance Committee Public Hearing. Policies do not need Public Hearing. TT will post policies on web site.
~11.~ QUESTIONS OR COMMENTS FROM THE BOARD
A.~ ~Road Postings: RM discussed a legal note from MMA, Maine Townsmen. *Tabled until next meeting.
B. LA: When we vote to do something at a meeting, any follow up or paperwork that needs to be done, needs to be done right off. Example: Fire Truck bid sale should have resulted in a Bill of Sale being written up the day after the BOS meeting. The bidder came to the T.O. the next morning, but no one could help him. MIM was not available. All BOS agree.
C. LA: Department Heads need to know that Municipal employees are not employees at will. They can only be removed for cause and LA would like a reminder sent to the Dept. Heads. All BOS agree.
D. Revenue vs. Expenses: LA would like us to look at what we are spending and what we are receiving. Snow plowing for fire stations was very expensive this winter and it may not be in the budget with the tough times to come. MIM will report back w/ findings of actual costs at next meeting.
E. Beach Gate Keepers: *Tabled until next meeting.
F. Raises for town employees. *Tabled until next meeting.
G. Town non finance committee of the budget. *Tabled until next meeting.
H. Moose Lake Ranch: Web-site advertising $17,000/ week to vacation on Saturday Pond. Tax payer has stated in the past that this is not his intention. HF would like to bring this to the attention of the CEO to look into again.
12. ~ADJOURNMENT: ~
With no further business, the meeting was adjourned at 9:45 PM. HF/LJA – Unanimous.
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Respectfully submitted,
Tanya Taft, Secretary
Approved by:
Hal Ferguson, Chairman
Rick Micklon
Lenny Adler
Approved on 4/15/09
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