Town of Otisfield
Board of Selectmen Meeting Minutes
December 16, 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 December 2, 2009. *Motion to accept minutes. HF/LA– Unanimous. RM abstained.
3. SPECIAL EVENTS
A. Jeff Stern- TLEA 319 Grant update. DEP contract signed by TLEA and the grant will start in January, much earlier than expected. Planning phase will begin at that point.
1) Contracting –Typically the town sees if Richard Bean, Road Commissioner is interested, then it goes out to bid if over $5,000.00; under $5,000 at town’s discretion. The Board agreed the Town will write an $8,000.00 check to TLEA and TLEA will be responsible for paying contractors directly.
2) Steering committee. This committee will meet twice a year, once in early spring, then in the fall. Meeting takes a couple hours. The value to this committee is that it helps keep projects grounded in the local community, and will focus on the erosion control in Otisfield. Usually consists of 7–10 people. At the recommendation of Jeff, 3 or 4 members should be from TLEA, a representative from OCSWD would be beneficial, Wendy Garland, Project Manager from Maine DEP along w/ a representative from the Town of Otisfield Conservation Committee member serving as a liaison to the BOS. Jeff will be attending the January 27, 2010 BOS meeting. HF: Wanted to know if Jeff had an idea of what order he would be working on sites and
Jeff said he will try to hit Cobb Hill sites first. There are 4 or 5 sites on this road.
B. John Maloney, AVCOG: Late last summer, updating the town’s Comprehensive Plan was discussed. Changes and new rules were provided. This project will be about a 12-14 month period. Month 1 and 3 will be updating inventory, month 4 will be the community vision center, to include seasonal and year round resident’s input, month 4 and 8 will be the amended goals, and another opportunity for public input. BOS agreed that a special town meeting will be needed. The community vision meeting will be in April or May. The Board agrees that $11,000 is quite a bit of money, but it needs to be done. John explained that is the max, and it could be a lot less.
*Motion to accept AVCOG’s offer not to exceed 11,000.00 based on a start time of February or March and~based upon approval of the townspeople at a town meeting to be held on January 20, 2010 HF/LA – Unanimous. MIM will advertise for a special town meeting.
4. COMMITTEE REPORTS:
A. None.
5. DEPARTMENT HEADS:
A. None.
6.~ QUESTIONS/COMMENTS FROM THE PUBLIC:
A. Jean Hankins: TLEA just received another large grant for $40,000 for milfoil mitigation. It is a one year matching federal & State of Maine grant.
7. ADMINISTRATIVE ASSISTANT ITEMS:
A. Maine Wardens regarding coyotes. At Rick’s request, MIM has attempted to contact Maine Warden Service regarding the recent killing of a horse on Peaco Hill. No return calls were made, but she has spoken to a wildlife specialist regarding how Maine towns need to learn to live peacefully with coyotes. She wishes to provide a presentation to the town. BOS wants Maine Game Wardens to be involved so that residents know what options the town has regarding both sides of the issue; living with coyotes while preventing them from killing domesticated animals. MIM will report back at the next meeting.
B. Great Oaks Update: MMA insurance comments about any FD controlled burning of a structure: General liability (regarding the town’s possession of a structure), states we are covered. FD needs to be sure there are no tanks or anything that can cause an explosion. The only stipulation is workman’s comp. will only allow an outside burn. There is to be no inside exposure. Signs need to be put up stating “no trespassing” and the town~needs to~put new locks on
building. One dresser left inside, but prior owners had an ample amount of time to remove items. MIM will ask attorney if all items on property are now the property of the town. Richard has sent out the notice to landowners within the resource protection zone. Four (4) abutters were notified. LA: Disagrees. He feels there is less or no liability if the town does not change locks or attempt to keep people out. MIM & HF agree to contact Geoff Hole regarding that issue.
C. Registrations due: The town office has received lots of positive feedback about this being placed on web site.
D. Richard St. John, CEO, received a thank you letter from an Otisfield tax payer who now resides in the town full time. Two years ago, September, Richard was very thorough and helpful to this resident. Board agreed Otisfield is lucky to have such a good Code Enforcement Officer. ~Richard has~also sent out the notice to landowners within the resource protection zone. Four (4) abutters were notified.
E. Tax Bill Due Date Policy: *Motion to accept the policy to say w/ the additional verbiage “when the final date for the tax due date falls on a day that the office is closed”, payment may be made on the next business day”. LA/ HF – Unanimous.
8. ADJUSTMENTS TO AGENDA:
A. None.
9. UNFINISHED /SCHEDULED BUSINESS:
A. ~ Comprehensive Plan Committee – AVCOG: John Maloney update above.
B. ~ Vault HVAC contractor update: *WIP. *Tabled until written proposals come in.
C. ~ Appointments: Based upon the recommendation of the Job Description committee
*Motion to add to Marianne Izzo-Morin’s job title: Deputy Tax Collector, Deputy Clerk, and Deputy Treasurer. HF/LA – Unanimous.
10.~ SELECTMEN’S ITEMS TO BE DISCUSSED & VOTED ON:
A. Motion to sign Warrant # 11 to pay the towns bills. HF/LA – Unanimous.
11.~ QUESTIONS OR COMMENTS FROM THE BOARD
A. Salt Shed Entry Roof: David Crooker upgraded roof based on Ross Cudlitz recommendations.
LA: Very concerned regarding snow and ice falling from the steel roof. Why was it changed? HF: at the recommendation of engineer, to lessen structural stress on the new roof, when~Ross Cutlitz~found after work had started that the original structure was not built to print. “Beware of ice and snow falling” signs are needed. MIM will order signs. HF suggested buying (10) “No trespassing” for Great Oaks also.
B. Road Study Review Committee – LA: based on the committees research, plow truck needs to be looked at as the first item the town should purchase. The cost is approx. $35,000 – $40,000 for something that is about 5 years of age. The Board supports this committee in their findings.
D. Calendar: Dec. after last payroll - Year end reports to be run. In Jan. Fire Chief is voted in by Dept. appointed by BOS. Performance Evaluations are not due until the end of the fiscal Year, Dept Heads- memos to be sent to stating they need to report to BOS at least quarterly with a report on what is happening in their department. This needs to be added to calendar. Updates: MIM will contact dept heads to pick a date to meet w/ BOS.
12. ~ ADJOURNMENT: ~
With no further business, the meeting was adjourned at 8:45 PM. HF/RM – Unanimous.
Respectfully submitted,
Tanya Taft, Secretary
Approved by:
Hal Ferguson, Chairman
Rick Micklon
Lenny Adler
Approved on: 1/06/10
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