Town of Otisfield
Board of Selectmen Meeting Minutes
November 18, 2009
- CALL TO ORDER: The regular meeting was called to order at 7:00 PM.
Hal Ferguson, Chairman; Rick Micklon and Lenny Adler were present.
2. SECRETARY’S REPORT:
A Meeting Minutes from November 4, 2009. Motion to accept minutes. 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. None.
7. ADMINISTRATIVE ASSISTANT ITEMS:
A. Heniger Park final Extension (15B) toexpire on 9-20-2019, MIM: Everything is in order. *Motion to extend the lease on Lot15B Donald & JoAnn Johnsen. LA/HF – Unanimous. Heniger Park Tenant letter update: Verbiage about leasing will be added “The Town of Otisfield makes no representation that the lease will be extended beyond the expiration date”.
B. Postage Machine discussion: Office staff would like to try postage machine, as it will save time and mileage. Pitney Bowes is recommended. There is a 60-day trial period. $20/month lease. *Motion to try postage machine. LA/RM – Unanimous.
C. Computer IT discussion: Would like to have someone more local come in next year. Currently one person is maintaining computers and that’s not adequate coverage. The town has no contract with the one individual. Hardware expertise is needed. RM suggests a local man, David Hyer, that he uses and will contact him to see if this is something he wants to help out with.
D. Medical Coverage: Town employees have been notified that it is open enrollment for family/children or spouses this month. It is the only time throughout the year that this option is available to update.
E. Jeff Stern- Representative of TLEA will be back before BOS 12/02/09 to update the Board on the grant discussion and to review the town road erosion problems and solutions. TLEA DEP 319 cost sharing grant is due to start in Spring 2010.
8. ADJUSTMENTS TO AGENDA:
A. None.
9. UNFINISHED /SCHEDULED BUSINESS:
A. Comprehensive Plan Committee – AVCOG is estimating $11,000 for its assistance over the next 13 months. BOS all agree this is a large sum of money and would like more information. LA & HF attended an AVCOG all day session on Comprehensive Planning. RM would like to know 1) How soon can they start and 2) how soon can they finish? HF: Thinks it’s going to be sometime in January. Discussion: Tax acquired property money. BOS will check to see if they have town approval to use that money for this. *Motion to have a special town meeting. LA/RM – Unanimous. MIM will try and schedule AVCOG to come in December.
B. ~ Vault HVAC contractor update: *WIP. RM has made (2) two more visits to the vault. Written proposals will be in soon. Option 1, We use the existing system and add some duct work and bring the air from current hallways and catch it and bring it to vault door. This will cost approximately $700/$800. Option 2, address humidity and moisture and reduce any moisture in the air. This will cost approximately $2600.00 Discussion: BOS feel that as of right now, we don’t have much humidity and option 1 would better suit the town. BOS on hold till written proposals come in.
C. ~ Scribner’s Mills Bridge Update: Site walk was done June 2, w/ Ross Cudlitz, PE, Otisfield BOS and the representatives from the Town of Harrison. BOS will meet with Harrison Board Monday, 11/23/09 @ 7pm. at the Harrison town office.
D Weapons in Municipal Buildings: MIM talked to MMA and she found out towns do not have the jurisdiction to make a policy that is more stringent then the State. Paul Matson, fire arms expert, training w/ concealed weapons, works w/ the state. He sent the regulations to the town for review. HF followed up with a phone call to Paul and~also learned~the following, they can only restrict employers from bringing concealed weapons to work. Some towns have tried policies and it’s being contested in the court system. RM: Poses the following question to the town people: 1) would town consider this building to be used as a classroom? Or 2) would town consider this building to be used as a site for probate
court? RM will contact MMA with these questions. No decision or action was taken.
10.~ SELECTMEN’S ITEMS TO BE DISCUSSED & VOTED ON:
A. Motion to sign Warrant # 9 to pay the towns bills. LA/RM – Unanimous.
11.~ QUESTIONS OR COMMENTS FROM THE BOARD
A. East Otisfield Fire Station: Storm water erosion report from Ross Cudlitz, P.E. was followed and work has been done. DEP Permit By Rule was pulled prior to any work, but there was a 2nd permit that Town was unaware of. It is the recommendation of Rick and Off Road Construction to leave the storm water drain as is, due to ledge prohibiting deeper excavation. RM asked Frank Blauvelt to trench for the broken well water electrical line. Frank will dig it up when it dries out. Flanders will come and rewire the conduit after trenching is completed.
B. Tax due date: Two out of every seven years, April 15 falls on a Saturday or Sunday. LA: For simplicity, we should offer the next business day as the "due date" of the return or payment. The actual due date of payment is set by statute, and it remains the 15th of the month. Where the actual due date falls on a weekend or holiday, payments may be made on the next business day without penalty. These same rules should apply in other areas where deadlines fall on weekends or holidays. MIM will write something up and propose it for next meeting.
C. Job Description Review Committee: Currently working on Road Commissioner position. This is a (2) or (3) page position. They would like to meet w/ Richard Bean to review this w/ him, and then meet w/ the BOS to regroup.
D. Conservation Committee: Heniger Park, parking area would benefit from Richard Bean plowing this area as it is used for many recreation activities. Ie; snowshoeing, cross country skiing, etc. RM will see Richard this week.
E. Town Office: There was a complaint about candles being burned at the town office. This issue has been resolved and candles will not be used in the future. There was also a complaint about the overhead fluorescent lights being turned off, and the staff using lamps to illuminate. The complaint said it appeared as if the office was closed. After brief discussion, BOS agreed to allow the lamp usage, as the office staff felt they had fewer headaches. Overhead lights can be turned on for anyone that~needs them to provide the necessary lighting to conduct their business.
F. Salt Shed Entry Roof: David Crooker whose bid included the slightly better sheathing material and complete coverage of the roof work with a rubber membrane will be starting this work in about a week. Ross Cudlitz, PE, will be reviewing this project as it proceeds, as he is acting as a Clerk of the Works for the BOS.
G. Winter Carnival – This year’s theme is going to be Winter Olympics. The town office will be used as in the past for arts and crafts and sledding. The projected date is Feb. 12 & 13. A port a potty will be needed for the beach. MIM will take care of this.
H. Motion to move into executive session @ 8:25 PM pursuant to ~Title 30A section 2702 subsection(1) (A) and 1M.R.S.A. § section ~405 (6)(A) to discuss ~Personnel Matters, where it could reasonably be expected that a person’s right of privacy could be violated. RM/LA – Unanimous. (Review Performance Evaluations' for Office Staff.)
12. ~ ADJOURNMENT: ~
With no further business, the BOS came out of executive session and the meeting was adjourned at 10:20 PM. HF/RM – Unanimous.
Respectfully submitted,
Tanya Taft, Secretary
Approved by:
Hal Ferguson, Chairman
Rick Micklon~
Lenny Adler
Approved on:~12/02/09
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