Town of Otisfield
Board of Selectmen Meeting Minutes
August 3, 2011
1. CALL TO ORDER: The regular meeting was called to order at 7:00 PM. Hal Ferguson, Chairman, Rick Micklon & Lenny Adler present.
2. FLAG SALUTE
*Audience and Board members saluted the flag.
3. SECRETARY’S REPORT:
A. Meeting minutes from July 20, 2011. *Motion to accept minutes. HF/LA – Unanimous.
4. SPECIAL EVENTS
A. None.
5. COMMITTEE REPORTS:
A. Ordinance Policy Review Committee: Lenny Adler term expired 06/11: *Motion to reappoint Lenny Adler for a (3) year OPRC term ending 06/2014. RM/HF – Unanimous. *TT will update web site.
B. Scholarship Committee: Ann Johnstone term expired 06/11: *Motion to reappoint Ann Johnstone for a (3) year term ending 06/2014. RM/HF – Unanimous. *TT will update web site.
C. Job Description Review Committee: TT submitted (3) job descriptions for BOS approval; Town Sexton, Beach Gate Keeper and Sexton. BOS approved. *TT will update web site.
6. DEPARTMENT HEADS:
A. Fire Dept. Mike Hooker – Air pack discussion. At town meeting, the town approved FD making an Air Pack purchase. MH received (2) quotes. Fire Tech & Safety of New England, Inc. for $56,954.00 and IPS (Industrial Protection Services, LLC for $76,222.00. Both quotes offer the exact same products, so Mike has chosen to go w/ Fire Tech & Safety of New England for their lower price and for having more incentives such as free face piece fit-tests and a free first annual mobile flow test. BOS agree with Mike’s decision and MH will move forward w/ this purchase.
7. QUESTIONS/COMMENTS FROM THE PUBLIC:
A. None.
8. ADMINISTRATIVE ASSISTANT ITEMS: (MIM is absent)
A. Opening bids for town office improvements – 7:30 PM. (2) bids received.
*Mitchell Contracting, East Hartland, CT. – Dan Mitchell has a summer home in Otisfield. - $189,885.60
*Bartow Construction Company, Otisfield, ME – Ken Bartow. - $199,908.00 w/ a $20,000.00 additional contingency. BOS agree that both bids exceed the discussed budget and may need to be divided into phases. *Motion to have David Hart, Fish Street Design review both bids. LA/HF – Unanimous. RM will contact David Hart. *Tabled until next meeting.
9. ADJUSTMENTS TO AGENDA:
A. None.
10. UNFINISHED /SCHEDULED BUSINESS:
A. Town Garage Project: Dave Hart, Fish Street Designs did a site visit w/ Rick Micklon and Richard Bean. Richard Bean wants to shift the garage to the far right corner of the lot. DEP will not approve this project without a site plan, survey and topo study. Del Maxfield, Maine Survey Consultants (MSC) will do the contours for this site. David Hart recommends using HL Turner for this project. BOS all agree and Dave Hart will remain current on this project. RM will contact Dave Hart to see if site visit can be done on 8/17th prior to BOS
mtg. *Tabled until next meeting.
B. Town land surveyed: RM contacted Del Maxfield, Maine Survey Consultants (MSC), Inc. in Harrison Maine to survey (3) lots and blaze them, so that there is no question as to the boundaries. The timber sale money will be used to properly survey this land and any other non-surveyed town owned land. This project will include the Town Garage parcel, Sat. Pond parcel, Henigar Park and South Otisfield Cemetery parcel. RM received a proposal tonight (submitted into public record). This proposal only provides survey services for the town property situation at Oak Hill Road and Station Road in Otisfield, and is being shown as parcel 57F on assessor’s map # R9 encompassing 17.4 acres. The estimated cost for this initial phase survey is approximately $1,500.00. *Motion to sign this quote to get the project
started. LA/HF – Unanimous. Discussion: Transfer station will be completed first. The quote above does not include a topography survey which will need to be done in a separate phase. MSC rep. estimates approximately $2,000.00 for additional time needed for the topo needed above. Another project will include Town Cemeteries: Del Maxfield will look at a template used for charting plots and will lay this out for BOS and Sexton. BOS can then decide where to go and in what order. Town can chip away at one cemetery a year until all are completed. A survey has been done previously for Fox Run. This includes two parcels of land. Originally the older lot was the primary focus because of the boat launch issue. Pins have been set for the entire lot where the boat launch is and lines were already painted or painted at that time. No focus as of yet on the later lot acquired by Great Oaks subdivision. The Great Oaks subdivision plan was followed and several pins were missing.*Motion
to complete this later parcel. LA/HF – Unanimous.
C. Community Hall: Last BOS meeting HF requested Sharon Matthews check w/ MMA to see if Town Insurance policy covers a town event for any personal injury. He also wanted to see the policy on private functions being held there. RM wanted to be sure that fire and liability were included regardless of who uses it; 24-7, 365. HF spoke with Sharon and was told that if it is a Town sponsored sanction it would be covered. If it is for Town people, a sponsored function or town money is received, it is covered through the town policy. If it is a non related town function whomever rents it will need to provide their own umbrella insurance and that could run approximately $75.00 - $100.00 per event. Discussion: Town events/Town money: All money received at any function must be filtered through town
accounts otherwise the umbrella insurance must be purchased by the user. Any money going back out must go on BOS warrant before being released. HF will check to see if building is protected for fire damages, regardless of who is using the building. FD should be town sanctioned.
D. Community Hall: Updates and renovations. HF will put bid notice in this week’s newspaper. November 1st, is when new steel roofing project should be completed. Bid deadline will be at next BOS meeting 8/17th. Bid should only include labor as all material will be provided by Record Lumber. RM: Six more new windows will be installed within the next six weeks.
E. Town Wages: HF: There has been approximately a 4% increase across the board. (submitted into public record) Discussion: RM does not feel that Deputy CEO should be given a raise and suggests the pay be brought down to $15.00 an hour. BOS agree as long as RM is comfortable w/ the decrease as this is a position he currently fills. *Motion to increase the winter on call plow and sand drivers to $16.50 an hour w/ no benefits. LA/RM – Unanimous.
11. SELECTMEN’S ITEMS TO BE DISCUSSED & VOTED ON:
A. Town Warrant: *Motion to sign Warrant # 2 to pay the town bills. LA/RM – Unanimous.
12. QUESTIONS OR COMMENTS FROM THE BOARD:
A. Abandoned home for sale: Oak Hill Road – a neighbor complained to LA about rubbish and odor emanating from this vacant home. LA visited site and there is a lot of rubbish in the house, broken window and something is dead outside. LA phoned realtor and asked that they secure the house, fix window and possibly mow the lawn. The realtor said no money from home owners but will look into resolving the issues.
B. Money for Town Project: LA was informed that a gentleman by the name of Gibson owns a commercial paving company and he may be giving out money to towns for a town project. LA will look into this.
C. Town Office Staff: Sandy Oulette is now a full time employee. She will not exceed 40 hours per week between town office and Building and Ground efforts.
D. Computer virus: As of last week the office computers were infected with a virus. David Hyer came in to fix computers and run anti-virus programs.
E. BOS Calendar: TT will maintain for the BOS and at 2nd meeting of each month give the BOS a run-down of what’s to be reviewed for the following month.
13. Upcoming Dates:
A. Board of Selectmen Meeting, August 17, 2011 @ 7:00 PM
14. ADJOURNMENT:
With no further business, the meeting was adjourned at 8:55 PM. HF/RM – Unanimous.
Approved by:
Hal Ferguson, Chairman
Rick Micklon
Lenny Adler
Approved on: August 17, 2011
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