Town of Otisfield
Board of Selectmen Meeting Minutes
August 1, 2012
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 July 18, 2012. *Motion to accept minutes. RM/HF – Unanimous.
4. SPECIAL EVENTS
A. Community Hall Furnace Bids opened @ 7:15PM - (5) bids received.
1) E.R. Truman out of Norway/ Otisfield, part (1) was for the furnace replacement $5,362.00 part (2) is for the oil tank replacement $2,727.00 for the record he is relocating the oil tank because it doesn’t meet code, moving it outside and has a tank tub /oil confinement as per town ordinance.
2) Pel Chate Heating - $ 6,000.00 that includes a 275 tank, and a cover, he enclosed a spec sheet and this includes putting a roof over tank.
3) J. Parmer and Sons, South Paris - $4,300.00 no mention of a tank in this bid.
4) Bradbury Plumbing and Heating in Raymond, 3 phases , Phase (1) is $925.00, phase (2) includes a 275 gallon tank to move outside $1,960.00 and phase (3) is $3,900.00 ,
5) Robert Kahkonen from Oxford, $3,820.00 with new oil tank an additional $1508.69, a wall will need to be built to meet code, he has this listed to be outsourced.
Discussion: HF suggests tabling this for another night. RM suggests having CEO look at this. All agree that CEO should review these and see what he thinks is the best value. All agree that Bradbury specked everything out very well. Ed Truman was from Otisfield and BOS like to keep work close to home. MIM will give to Richard for review tomorrow. *Tabled until next meeting.
5. COMMITTEE REPORTS:
A. None.
6. DEPARTMENT HEADS:
A. None.
7. QUESTIONS/COMMENTS FROM THE PUBLIC:
A. Otisfield Social Outreach Committee / Community Lunches: Frank Blauvelt: Asking the methodology on how the money is raised for the Otisfield Community lunches and how the money gets back to the office. HF: It was never changed on how it would be handled. The Finance Committee discussed putting aside $900.00 dollars to support community lunches. The committee will take a draw as needed and whatever is received in donations will get turned back in. It is the only way for community to avoid having to purchase insurance on every lunch that is held. Next Otisfield luncheon will be held on August 15th. BOS will discuss with group as a whole the process of handling the money.
8. ADMINISTRATIVE ASSISTANT ITEMS:
A. Preliminary 2013 State Valuation assessment reports submitted into public record. 97% is our sales ratio compared to surrounding Towns.
B. MMA Ballot for annual election for VP and Executive Committee Members was received.
C. Application for BYOB Function 10/6/12- Wedding & Reception. Check received and insurance is in place. *BOS signed and it will be sent in to the State.
D. Scribner Mills Bridge: Letter received re: the 2011 Bridge Inspection Report identifying deficiencies or preventative maintenance that should be addressed by the town. 1) Bridge seat spalling under bearings, 2) concrete wings are spalled to expose reinforcing steel and 3) concrete loss at piers. Due to bridge legislation, effective July 1, 2001, the bridge is considered Low Use or a Redundant Bridge. Upon petition by the municipality and approval of the Department, capital responsibility will be shared 50/50 between state and municipality. If the municipality has compelling circumstances, which would demonstrate a high benefit for a capital improvement and it’s committed to funding 50 percent of the project, a request should be forwarded to Jim Foster of MDOT’s Bureau of Planning. The municipality
will continue to have maintenance responsibilities and the bridge will be inspected again in 2013. * HF will call Harrison Town Manager and report back to board at next meeting. *Tabled until next meeting.
9. ADJUSTMENTS TO AGENDA:
A. None
10. UNFINISHED BUSINESS
A. Town Garage Bid Award: RM proposed that both bidders come in and discuss bids w/ BOS and Road Study Review Committee. This happened last week and shed a lot of light on most things. RM: a decision was made, it was an enlightening mtg and we learned something from each bidder. It came down to Building Solutions. All agree that being local from Oxford was nice, they also liked that the steel will come more locally then PA as the other bidder proposed. Lumber materials will be purchased locally from Record Lumber. Off Road Construction will be used and has been used in the past. The Town had no complaints with them. David Hart, Fish Street Design reviewed the bids, the numbers and breakdowns and he gave some valuable input. He felt most comfortable w/ details from Building Solutions. That being said, Building
Solutions was considerably higher than PM Construction. RM: I’m more comfortable putting my support and confidence in Building Solutions. This was not an easy process. Many hours have been put into this. If you count the time the Road Study Review Committee and BOS put into it, no one can accuse us of not doing our homework. We didn’t take this lightly. *HF makes the recommendation that we award the contract to Building Solutions based on the caveat of rotating the building 180 degrees, and determining the elevation. HF/LA – Unanimous.
B. Town Garage - Security System: LA: The quote submitted did not match up to what was discussed so LA contacted Great Falls Security. A new quote will be sent to correct this. (A 2nd camera was missing from this current quote and they discussed selling it at cost) LA will touch base with Great Falls Security again. *Tabled until new quote received.
C. Fire Stations: Three (3) Separate bids will need to go out. Two of the garages will need roofs; a metal roof for Gore Station and an asphalt roof for Spurrs Corner. The lighting system will need to be updated on all three buildings. RM suggests having Jared Damon involved in the wording as he’s the one who spec’d the price for the towns’ people. All BOS agree.
11. SELECTMEN’S ITEMS TO BE DISCUSSED & VOTED ON:
A. Town Warrant: *Motion to sign Warrant #2 to pay the town bills. HF/LA – Unanimous.
B. Heniger Park Reassessment Committee: HF: First lease expires in July 2015 and the last lease is up in 2035. In a town mailing it stated that in the Fall of 2012, the current BOS would organize a committee made up of town people to determine what will happen as leases expire starting in July 2015. HF recommended 5 people from the community and 3 BOS to be part of this. This committee is to be based on “what’s best for the town”. BOS would like to advertise for this committee. TT will put it on the web-site. MIM will place on the bulletin board outside. LA is this too soon to start this committee? HF, I don’t think so, we owe the tenants some time to know what is or what is not happening. By 2015, the make up of the BOS could change dramatically. RM: but we would still be citizens.
RM: No impeachment of this committee. All agree that 2014 is the year that we want to have this decided. BOS want a mix of Otisfield residents. Selling is not an option. October 1st hoping to have applications in for this committee. They will be reviewed on October 3rd. RM: Those that are not chosen can still be present and participatory as all meetings are open to the public.
12. QUESTIONS OR COMMENTS FROM THE BOARD:
A. Enclosed Bulletin Board case: RM: The notices at the community hall should be in an enclosed, weather resistant, locked case. As of now, if it rains it’s mush. RM requesting the Town Purchase one for down there. RM found one that is approx. $440.00 delivered. All agree that the placement is good and it needs to be updated. *Board would like MIM to purchase one.
B. Town Office Annex Update (former class room). RM: Affordable Office Solutions (AOS) in Auburn –has the capability of designing & building thinner tables. AOS would like to meet w/ the board to show what they have. RM will contact AOS and set up a day and time that works for everyone.
C. American Flags: Board would like to remain consistent on when flags will be put up and taken down. All agreed the weekend before Memorial Day through August 15th. This should help them last approx. 5 years. They will be placed from the Town Office to Community Hall. The new flags purchased this year came out of recreation budget.
D. Heniger Park trail signs – Lloyd Grover and Mr. Bean will be doing the signs. Board looked at signs and approved them. HF will take his ATV down to the property and post the 40 plus park signs.
E. Robinson Dam Committee Update: HF & Dan Peaco went to the Thompson Lake Dam Committee meeting last night, which includes members representing four towns Oxford, Otisfield, Casco & Poland. All who attended felt this was a very informative meeting.
F. Credit Card Update: MIM: Trio is now updating the software with the interface for receiving credit card transactions. We have to wait until that’s done, so we can do everything right on Trio. No other information to report at this time, but MIM will keep us updated when more information is received.
13. ADJOURNMENT: With no further business, the meeting was adjourned at 8:25 PM. HF/RM – Unanimous.
Respectfully submitted,
Tanya Taft, Secretary
Approved by:
Hal Ferguson, Chairman
Rick Micklon
Lenny Adler
Approved on: August 15, 2012
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