Town of Otisfield
Board of Selectmen Meeting Minutes
November 6, 2013
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. ACTION ON MINUTES:
A. Meeting minutes from October 16, 2013. *Motion to accept minutes. RM/LA – Unanimous.
4. SPECIAL EVENTS
5. COMMITTEE REPORTS:
A. Heniger Park Reassessment Committee: Upcoming meeting, Thursday, November 21st @ 7:00 PM. TT will send out a reminder email to committee members.
B. Conservation Committee: Letter received from Pixie Williams requesting to be back on this committee. She had resigned earlier this year. RM: It’s not a written policy, but in the past if someone has resigned or leaves a committee, they do not come back on. This allows other people a chance to get on the board. BOS all agree, that precedent has been set to not allow this, but does encourage everyone to attend the meetings. RM suggests we write a letter and explain to her why, but thank her for her interest. *Motion to renew an unwritten policy that we do not reappoint those that resign or leave a committee. LA/RM – Unanimous.
C. Job Description Review Committee: Finalized (4) more job descriptions. (Health Officer, Animal Control Officer, First Responder and Emergency Management). BOS approved and RM will send off to TT to put on letter head and post on the Town Web-site.
6. DEPARTMENT HEADS:
A. Town Sexton, Dan Peaco: South Otisfield Cemetery –Received updated map from Del Maxfield, Maine Survey Consultants: Changes have been implemented by Del and DP is happy with them. BOS agree Del Maxfield can survey land and stake out the area at his convenience.
7. QUESTIONS/COMMENTS FROM THE PUBLIC.
A. Garry Dyer: Recently completed an Erosion Control & Sediment class w/ DEP for all contractors to become certified working in Shoreland Zoning areas. Garry: We have many local water bodies and suggests we offer a local class and is offering to contact Maine DEP if BOS are interested. RM: I’m in favor of this. OCSWD – Already put on two classes. One in Oxford and one in Bridgton. BOS have no problem hosting it right here in Otisfield if Garry would like to contact DEP. RM will follow up at his next OCSWD mtg in Norway.
B. Garry Dyer: Metal roofing and gravel in front of Gore Station. What is the Town’s intention and can it be moved behind the building? LA suggests talking to Richard Bean, Road Commissioner about gravel. BOS agree building materials can be placed behind or in the building.
C. Garry Dyer: Plowing: Should the Community Hall be plowed? BOS: Community Hall will be closed from December 1st through February 15th but yes, it should be plowed.
8. ADMINISTRATIVE ASSISTANT ITEMS
A. Supplemental Tax Warrant #1 =$1437.78. *Motion that BOS sign. LA/HF – Unanimous.
B. Abatements 2014: (2) homesteads removals, (2) incorrect accounts. *Motion to sign (4) abatements. LA/HF – Unanimous.
C. Credit Card Update: Will not be up and running by 11/15, MIM is suggesting they begin in 2014. The paperwork is in to begin process, but the employees have to be trained and TRIO has to put the credit card information on the software. BOS agree
D. Upcoming BOS mtg. – First meeting in January falls on New Years’ Day. *BOS agree to change that meeting to Thursday, January 2nd. MIM will post.
E. On-line assessing link: TT will post a link on web-site to John E. O'Donnell & Associates, Inc., the municipal consulting firm specializing in tax assessing, tax equalization (revaluation), and tax mapping for the Town.
F. Fire Department/Credit Card: CN Brown location RT 121 and RT 26 is no longer taking purchase orders from the FD for fuel. MIM ordered a credit card to FD and this issue has been resolved.
9. 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. Performance Appraisals: CEO - 11/12th at 7:00 PM, Administrative Assistant – 11/12th at 7:30 PM.
10. QUESTIONS OR COMMENTS FROM THE BOARD
A. Renovation Project: RM: This job has created (2) offices and (1) meeting room upstairs. Anticipating project will be completed in the next 7 to 10 days bringing finish time ahead of schedule. Material was purchased by the Town through Record Lumber. Taplan Electric will be putting in Exit signs and outside receptacle by water faucet. The framing, carpentry labor/sheetrock labor was done by Glenn Snow and all agree he did a great job. Hardwood Floor refinishing was done by Mark Demaris. David Hyer has taken care of data wiring. Painters will be in starting tomorrow to finish project. *
B. Community Hall cabinet – Local builder Glenn Snow has completed the custom built cabinet and all agree that he has done a great job.
C. Town Office/ Parking lot lighting: HF suggests one street light going down to lower parking lot and one on the corner of back building. Quote requested from electrician. HF suggests RM move forward w/ this if price is reasonable. All agree.
D. Tar Sands Letter: RM: BOS requested Otisfield Conservation Committee draft a letter for BOS to review and this has been done. BOS are in agreement and will sign after a few minor changes are made.
E. Cobb Hill Road: RM: Cob Hill Road is in need of major maintenance and updated engineering. Conservation Committee, Chair - Jeff Stern came to an October 21st, BOS mtg. to discuss this with BOS. Although BOS didn’t agree w/ all of what Jeff had to say, they do agree this road needs work. Rick would like to ask Ross Cudlitz P.E., of Engineering Assistance & Design, Inc to take a look at this location on behalf of the town to do a courtesy site walk and then propose what he would do. LA: I wouldn’t be opposed to that, but I would inform him that we have a limited budget and limited man power. RM: this could be done in 3 or 5 year phases. BOS agree that a professional opinion is needed. RM will contact Ross on behalf of the board.
F. Municipal Garage update: LA: Inspections for the Department of Labor have been completed. Preventative Maintenance Program template submitted into public record along with (4) time tracking examples. *HF & RM agree that LA should be the one to make final decision on both.
G. Robinson Dam Committee Update: HF & Dan Peaco are the town representatives on this committee. HF requested TT type up past meeting min and post a link on Town web site allowing access to info. The four towns involved include Oxford, Otisfield, Casco & Poland.
11. UNFINISHED BUSINESS
A. Community Hall will be closed from December 1st through February 15th as mentioned above. Discussion: BOS agree that if necessary the hall use during this period will be on a case by case basis. HF suggests keeping it plowed in the event that an emergency shelter is needed. Rental agreement will stand as written. *Rate schedule discussed and will be implemented, ie; Cleaning fee, trash removal, floor swept, lights off after use, sign off, etc.
B. Tax Acquired Property- U11/028 Baribeau 0.9 Assessed at $32,250 – Vacant land. MIM placed in the paper & on web site. *Bids to start at $12,000 and are due 11/20/13 to be opened at BOS meeting, 7:00 PM.
C. Great Falls Security: LA: Need to discuss location with Fire Chief. *Tabled until an upcoming meeting.
D. Credit Card Machine: *Tabled until an upcoming meeting.
E. Performance Appraisals: Every employee will be brought in with BOS on executive session. *Times to be scheduled at an upcoming meeting.
12. ADJOURNMENT. *Motion to adjourn at 8:39 PM. HF/RM-Unanimous.
Respectfully submitted,
Tanya Taft, Secretary
Approved by:
Hal Ferguson, Chairman
Rick Micklon
Lenny Adler
Approved on November 20, 2013
| 
