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Board of Selectmen Minutes 09/02/2009
Town of Otisfield
Board of Selectmen Meeting Minutes
September 2, 2009

1.              CALL TO ORDER: The regular meeting was called to order at 7:00 PM. All BOS present.

2.              SECRETARY’S REPORT:
A.              Meeting Minutes from August 19, 2009.Motion to accept minutes with edits. RM/LA–        Unanimous.

3.      SPECIAL EVENTS
A.      None.

4.      COMMITTEE REPORTS:
A.      None.

5.      DEPARTMENT HEADS:
A.      None.

6.~ QUESTIONS/COMMENTS FROM THE PUBLIC:
A.  Dan Peaco – Would like to know why town office is closed at noon time?
         RM: This change took effect July 1st and was discussed at BOS meetings prior to change.
         BOS explained the office personnel were not happy w/ being open, usually one person was unable to
      get a lunch break when the line was too long for one person to handle. Notice of this change was
        posted on the bulletin board outside.

7.      ADMINISTRATIVE ASSISTANT ITEMS:
        A. None.

8.        ADJUSTMENTS TO AGENDA:
        A. None.

9.      UNFINISHED /SCHEDULED BUSINESS:
A. ~Road study review committee. (3) New applications submitted from David Hyer, Quenton Henderson
and Sandy Ouellette. Volunteers whom were on last time were Dan Peaco, Frank Blauvelt and Lenny Adler.
Frank Blauvelt requesting a goal of what the BOS is seeking, so that the recommendations are not thrown out,
as he stated they were last time. HF: This Board will take very seriously any and all recommendations.
RM: Agreed, but cannot guarantee BOS will approve all recommendations in advance.*Motion to form a committee
with the following members Quenton Henderson, David Hyer, Sandy Ouellette, Lenny Adler, Dan Peaco and Frank Blauvelt. RM/LA – Unanimous. Richard Bean, Road Commissioner will be an advisor to the Committee.
B. ~    Comprehensive Plan Committee. Waiting for AVCOG to get back to BOS. *Tabled until upcoming meeting.
C. ~    Vault HVAC contractor update: *WIP. RM has been in discussion w/ a professional HVAC contractor & will report
         back to the Board with findings at a later date.
D. ~East Otisfield Fire Station – PBR application delivered to DEP & copied to town office this morning.  
E.      Salt Shed – HF: Ross Cudlitz would like to get a copy of the existing design for Town’s salt shed. MIM stated it was the State’s design and it may be in the vault. She will look for that and get it to Ross by end of the week.  
        E.Underground service at Town Office Update:
                1) Flanders Electric quote = $2,450.00    
                2) Taplin Electric quote = $2,150.00.
                Neither bid included Community Hall outlets. RM recused himself of discussion because he works w/ Taplin Electric.
                *Motion that we go w/ Taplin. LA/HF – Unanimous. (RM abstained)
        F.      Tax acquired property update. Town Attorney Geoffrey Hole is still working on this. HF will contact him to find out current status. 5.1 acres delinquent on taxes. Previous owner would like to reacquire property for delinquent taxes amount. Discussion: This property has continuously gone to lien, at least as far back as 1999. RM not in favor of taking someone’s home or land, but all BOS members agree that it should go out to bid. *Motion to readvertise w/ a minimum bid of $1,500.00. Prior owner will be notified. HF/RM. – Unanimous.  Ample time would be a month. Open bids on October 21, at BOS mtg.
        G.  Heniger Park Tenant letter. Letter needs to be updated w/ new BOS member names. MIM will put on letterhead and have for next                        meeting.

10.~SELECTMEN’S ITEMS TO BE DISCUSSED & VOTED ON:
A.      Motion to sign Warrant # 4 to pay the towns bills. LA/HF – Unanimous.
        B. ~    List of things to be done at Transfer Station. Transfer station operations handbook reviewed and updated.
        C. Road study committee charge from Board. Discussion: Which roads needs repair, what equipment is needed and what happens when. HF suggests BOS sit down w/ committee to discuss goals. RM: agrees w/ Frank, about one goal at a time, but does not feel that BOS      should be the only ones making the decisions. Recommends a public hearing to give the   town people a chance to chime in on this. One goal at a time is agreed upon by consensus. Meeting date September 17th @ 7:00 PM.

        D.      Rec. programs discussion. Letters submitted into public record by Donna Chickering and Vicki Gallant. Resignation submitted a month             ago from Vicki. Vicki changed her mind and would like to remain as rec director. Last week, BOS requested something in writing from                     her. Emails were received, but nothing as far as intention. HF left a message  w/ Vicki, but no call back, and a letter of intent to remain as          rec. director was submitted yesterday. Heather Vandecker, Peaco Hill: Two questions, 1) not entirely sure about what the rec                           directors job is 2) is there info somewhere that shows how money is spent? Donations, etc? Where is it allocated? Parents have given a          lot of money. BOS: Job descriptions are being   updated currently. The Rec. director has a budget and presents it to the finance                                committee. MIM: Every check or donation goes into the cash receipting module on computer and it prints a receipt which shows what       
                account it is for. Concerned parents are wondering why they would be in the hole when donations have been made and items given for              free get a 100% profit. Jen Corbett: There was not enough notice for basketball sign up. Kim Bell: new to Otisfield and discouraged is                  hoping for a committee to be formed so that there is accountability. Donna Chickering: Who is doing soccer? HF: Vicky Gallant. Many                     audience members disagreed. HF feels a committee needs to be formed. Current Priority: One coach is needed for 5th & 6th graders                      immediately. Time consists of approx, one week day and every Saturday. MIM will make phone calls. Public: A committee would work                        but not under the current rec. director. HF: Asked audience, if you find a coach, call MIM directly. TT will post on the web site and                   bulletin board. Basketball signups are in November.
        11.~ QUESTIONS OR COMMENTS FROM THE BOARD
        A.      E. Otisfield Fire Station work: Off Road Construction – Ben Pratt, submitted a proposal based on the PBR application that was given to RM from Ross Cudlitz. Ben offered to give to town as start for the bid process. Richard Bean would prefer to focus on Gore road. A private contractor should be used for looking at more sensitive site, near the stream.
B.      B       fund Raising: RM: The 6th grade class and teacher are fund raising for Camp Kieve and Boston trip. Bottle drive & fall clean up will be taking place. The yard sale will be at the Community Hall, and the Transfer Station is aware of this event and will be saving bottles to help.
         C.     County Commissioners: excise tax initiative. RM: Should have staff attending. It will be at the South Paris fire station. HF & LA will attend. RM asked if the Cash for Clunkers helped the town’s excise income. MIM, not sure if numbers went up, but the Town received higher excise tax as a result.
        E.      Complaint Template: RM drafted a letter on how complaints should be handled. No motion needed because no policy is being set. One edit to letter will be added. “If associated w/ the roads, contact Richard Bean”.
F.      Lenny Adler contacted MMA regarding Jackson Brook Road and asked specific questions:
Q) How long till considered abandoned?
A) 30 years of non maintenance and a road becomes abandoned.
Q) Public easement remains in place after abandonment?
A) Before 1965 no, after yes.
Q) Does maintained by private parties stop/change abandonments?
A) No.
Q) If challenged, who has burden of proof.
A) Once the BOS has a position on abandonment or discontinued roads, the person challenging can go to Superior Court, as they have the burden of proof, not the Town.
G.      Town House regarding transfer of ownership verbiage, submitted to town attorney. Pictures       were taken, so the integrity of the             building can be seen as it currently is.
        H.      Job Description Committee – Not necessary for employees to meet with Selectmen. Their Job descriptions were accepted as written.                        They will be posted on web site. When the municipal organization chart is reviewed it will be posted on the web.
        I.      Beach: Discussion on holding off on signs until next spring.
        J.      OPRC – Send them a policy on the beach? What happens if you park at the beach? What should happen if some one empties a private                 portable toilet into our rental unit? TT will send to the committee. (Hal will explain more in detail to the committee)
     K.         Letter of resignation from Conservation Committee from Lenny Adler. BOS accepted his resignation.
     L.         HF: Motion to accept Pat and Bob Blake on the Conservation Committee. LA: 2nd. Unanimous
M.      Quarterly financial report will be done at the end of the quarter for BOS.
N.      Calendar will be looked at for next month. – TT will send to MIM.
O.      Performance Appraisals: MIM will be working on this and will have it completed for the October 7th BOS meeting. All appraisals will be  given to BOS at that meeting.
        P.      O’Donnell has paper work and by the end of the week the information should be back so that tax commitment could be put together to                      set a tax rate for upcoming tax bills.


    12. Motion by HF 2nd RM, ALL Y-N, to move into executive session pursuant to ~Title 30A section 2702 subsection(1) (A) and 1 M.R.S.A.               § section 405 (6)(A) to discuss~Personnel Matters, where it could reasonably be expected that a persons right of privacy could be                       violated. (Performance appraisals for CEO & AA).

13. ~   ADJOURNMENT: ~
        With no further business, the meeting was adjourned at 9:30 PM. HF/LJA – Unanimous.

Respectfully submitted,
Tanya Taft, Secretary

Approved by
       
Hal Ferguson, Chairman  
Rick Micklon~           
Lenny Adler             ~

Approved on:9/16/09