Town of Otisfield
Board of Selectmen Meeting Minutes
November 2, 2011
1. CALL TO ORDER: The regular meeting was called to order at 7:01 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 October 19, 2011. *Motion to accept minutes. RM/HF – Unanimous.
*TT to put 09.07.11 and 08.03.11~
4. SPECIAL EVENTS
A. Executive session after all other business.
5. COMMITTEE REPORTS:
A. Comprehensive Plan Review Committee: BOS requested this committee come in to see if they had any additional concerns or unfinished business. Danny Peaco: This committee was inundated w/ new submittals from Inland Fisheries and Wildlife, DEP and other State Departments that came in the week before Town Meeting. Some of the information could have been incorporated, but timing was not good. BOS will consider this information when the update is needed. BOS thanked committee members for their time and effort . *Motion to dissolve this committee and send them a thank you for all of their hard work. LA/HF – Unanimous.
B. Ordinance Policy Review Committee: Chair, Joe Zilinsky: Wants to know what the BOS are requesting from this committee on Smoking Policy. BOS: Policy in writing saying we are going w/ state guidelines. *Motion that the Town of Otisfield follow the State guidelines. LA/HF – Unanimous.
6. DEPARTMENT HEADS:
A. Town Sexton: Dan Peaco: Very impressed with Del Maxfield, Maine Survey Consultants (MSC), Inc. in his recent surveying of South Otisfield Cemetery.
7. QUESTIONS/COMMENTS FROM THE PUBLIC:
A. Saturday Pond Watershed Association meeting: Dan Peaco: Everything was fine except for the illegible measuring gage. Danny is asking the town to order one. RM will look at this with DP and come up w/ one. LA suggests using Buildings and Grounds money. All agree.
8. ADMINISTRATIVE ASSISTANT ITEMS: ,
A. Propane tank update: CN Brown will be delivering tank on November 18th. A trench needs to be dug prior to their arrival. Guidelines say it must be 10’ feet from building, 10’ feet from ignition sources and 10’ feet from property line. BOS will ask Road Commissioner, Richard Bean to do site work. MIM will follow up with Richard.
B. Plowing and Shoveling Contracts for 2011-2012: Contractors will provide their own insurance and the Certificate of Insurance will list the Town as an additional insured. The (4) contractors include: Glenn Pastore, Frank Blauvelt, Richard Bean, Jr. and Garry Dyer.
C. Otisfield Community School: Superintendent Rick Colpitts wanted a date with BOS to come in and discuss the Community School. He would like to present photos from before, during and after the mold removal project. MIM will contact him w/ upcoming dates and keep the agenda light that evening.
9. ADJUSTMENTS TO AGENDA:
A. None.
10. UNFINISHED /SCHEDULED BUSINESS:
A. Town Office Annex Update (former class room) RM: David Hart, Fish Street Design has submitted two sets of plans for public record. They have both been reviewed and approved by Fire Marshall’s Office. The application is needed prior to the start of construction. BOS agree to move forward with application. RM explained the bid process is next. BOS will act as the General Contractor if Rick solicits bids for the subcontracting (materials, carpentry, electrical, drywall, etc.). Any contractors will have no monetary or business ties to Rick or his construction company. Any and all decisions to hire contractors will be by a vote of the Board. BOS will ensure the bidding policy is followed. (Expenditures over $5k must be put out to bid.) David Hart will review bids and provide input if necessary. Phase 2
will be submitted in January or February.
B. Community Hall Roof Labor Bids. Three (3) bids received October 5th. Tim Durgin won the bid at $7,800.00 but has since backed out. BOS agree to go with 2nd highest bidder David Hanson from Raymond @ $8,500. *Motion to hire David Hanson for the sum of $8,500.00 HF/RM – Unanimous. LA recused himself because his son was also bidding on this project.
C. Town Garage: David Hart, Fish Street Design has been working w/ RSRC. RM spoke with the engineer that Buckfield hired and plans need to be edited. A full set of construction plans are needed before it can be put out to bid. RM spoke with David Hart and he will provide an estimate on how much it will cost to put plans into a CAD program. RM will follow up for next meeting.
D. Plow Truck Bid: *Motion for Lenny Adler and Richard Bean, Sr. to come up with a price. HF/RM – Unanimous.
E. Community Hall: RM reviewed progress: Countertops have been installed, stove fans will be installed. Fridge and stove have been delivered. The shelving has been put up. The shelf that the two fan lights will be attached to will be installed. Electric heater will be added. A flooring transition strip has been put in place for safety, so that no tripping occurs. Maps have been hung. Windows are ordered and will be in tomorrow. The Fire Marshall did an annual inspection and listed (2) items to be upgraded 1) The ceiling has a junction box where the ceiling light was; a plastic cover went over it, but it needs to be changed to steel and 2) Boiler room; fire protection sheet rock needs to be added. RM will take care of these items asap. Mark Grover will begin to work under building, weather permitting Monday. Front
part of hall next to 121. He will encapsulate and build a wall beneath and then it will be insulated. This is approx a (3-5) day project.
F. Cumberland County Soil and Water Conservation District contacted RM, Board Supervisor for Oxford County Soil & Water Conservation to let him know they had available grant money left over, but that work needs to be done by November 12th. RM spoke to Road Commissioner, Richard Bean who agreed to clean out culvert and stabilize area on Jacobs Way-Heniger Park Road. RM worked with them to secure the funds to provide improved soil erosion remediation on Heniger Park Road and the Town will be reimbursed 60% of spent material & labor costs.
G. Winter carnival: February 18th. Arts and crafts will likely be held at the Community Hall. More participation for soap box is needed. LA suggests we fill oil tank and run it for a week to find a baseline of how much it’s going to cost Feb.10 – Feb.18th. All agree to keep it heated. This would allow materials to~be provided for kids to go in and use area. The luncheon will be held February 15th.
H. Robinson Dam Update: HF & Dan Peaco went to the Thompson Lake Dam Committee meeting last week, which includes members representing four towns Oxford, Otisfield, Casco & Poland. The new booms are working well and the next step in maintaining the dam will be to remove the catwalk and trash rack. The town has been working to make the property suitable for prospective buyers who might be interested in the lakeside mill building and dam. The Oxford Board of Selectmen authorized Town Manager Michael Chammings to put the project out to bid after the recommendation from the Committee to move forward. Controlling the water in the winter will be reviewed. All towns contributed except for Casco. They intend to prorate based on how much waterfront they have.
I. Web Site Sharing: Otisfield offered to maintain the Dam Committee Web Site if Poland no longer desires to do so due to personnel changes.
J. Town Emergency List: The~list does not include Shawn Hazelton, Deputy Chief contact info. HF will check with Mike Hooker, Fire Chief.
K. Heniger Park trail signs. HF to identify sign locations using the present trail map. Signs can be put up in the spring. BOS all agree last name only on signs is acceptable with the exception of Dyer, his will read “G. Howard Dyer “.
11. SELECTMEN’S ITEMS TO BE DISCUSSED & VOTED ON:
A. Town Warrant: *Motion to sign Warrant # 8 to pay the town bills. LA/HF – Unanimous.
B. Executive Session: *Motion by HF to move into executive session @ 8:50 PM pursuant to Title 30A section 2702 subsection(1) and 1 M.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. In this case Performance Appraisals. 2nd LA~-Unanimous. *Motion by HF to close executive session at 10:10 PM. 2nd RM, - Unanimous.
12. QUESTIONS OR COMMENTS FROM THE BOARD:
13. Upcoming Dates:
A. Board of Selectmen Meeting, November 16, 2011 @ 7:00 PM
14. ADJOURNMENT:
With no further business, the meeting was adjourned at 10:10 PM. HF/RM – Unanimous.
Respectfully submitted
Tanya Taft,
Approved by:
Hal Ferguson, Chairman
Rick Micklon
Lenny Adler
Approved on: ~November 16, 2011 ~~~~~~~~
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