Town of Otisfield
Board of Selectmen Meeting Minutes
May 21, 2014
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. ACTION ON MINUTES:
A. Meeting minutes from May 7, 2014. *Motion to accept minutes. RM/LA-Unanimous.
4. SPECIAL EVENTS
A. Public Complaint: Kristin Roy submitted a complaint letter into public record. Discussion: HF: For background, a previous letter from Kristen was submitted after last mtg. HF asked Kristen if 2nd letter is replacing 1st letter. Kristen: No, they go together. HF: I was very shocked when I received this letter about the cell tower issue, because I thought this was done and laid to rest. You requested a meeting with just me and I thought it would be best to meet with all BOS present, so I placed you on the agenda. Because of Kristen’s history with Freedom of Information (FOI) access, he was surprised she wanted to meet with him privately when she is threatening Town with a law suit. Kristen: Read her letter out loud. HF: Responded to letter and
explained as many times before, the Cell Tower issue is done and over with. As far as what happened in the office April 3rd, I asked Sandy Oulette and Donna Smith to give their version. Their versions are completely different then what your version is. HF provided a copy of Donna and Sandy’s version to Kristen Roy (submitted into public record). RM: This letter submitted tonight is different then what you submitted the first time. You have a lot of opinions and you are welcome to your opinion. People may or may not agree, but we have supported your opinion and have always allowed you to be heard. You are once again coming forward with an unfocused letter and message. You’re combining your opinions on the cell tower ordinance, your opinion on the Selectmen trying to tarnish your reputation and trying to tie those into an incident at town office with a private citizen. Despite what you may think, the BOS do not put our personal opinions of you out to the
general public. So I am sorry that you had an unpleasant experience at the Town Office with an individual, but that’s really a civil issue between you and that person and not the town. If Sandy acted inappropriately we would have a say in that, as she’s a town employee, but we have talked to her and it’s been looked into. Are you filing a specific complaint against a town employee? Kristen: I disagree with everything you said. I think I’ve been misrepresented by the town. RM: You think you have or you know you have? And if so, please give me an exact specific example. Kristen: When I was collecting petition signatures at the last election, Marianne yelled from the other room, "that woman is the reason we have no cell tower". RM: Your letter is about Sandy’s behavior and now your example is regarding Marianne? Kristen: Yes. HF: I have had people tell me your cell tower petition was
misrepresented. Kristen: I have a transcript of last Appeals Board mtg. Can you put that on the web site for all the residents to read? BOS: We do not typically put transcripts on the web site. RM: You are jumping around with separate issues, multiple accusations and we start to address one of them and you immediately jump to another one. Kristen: I still believe people were put on the OPRC without proper procedure; they were slipped on without going before BOS mtg. I put in an application for OPRC and BOS added Diana Olsen without even bringing it up at a BOS meeting. RM: That is NOT true and you know it. We have addressed this in the past, proved it to you and you said you were sorry once we proved it to you. TT: Kristen this has been brought up on more than one occasion, we read the minutes to you at a prior meeting. Kristen: I do not recall hearing this. I would like to see this. All my concerns are related and I still feel it was
unfair and Sandy was talking behind my back as I walked out the door. HF: We do have the front office on a security camera system and I have reviewed the tape from that day and don’t see any of the accusations in your letter as being true. RM: States that Sandy has been patiently waiting to reply to these accusations and asks Sandy if she would like to defend herself. Sandy: I never egged anyone on as stated in your letter Kristen. I purposely stepped back away from the desk once you & Donna Smith started talking. I had nothing to do with the cell tower issues. I was not on the BOA, I was not on the Planning Board and I do not like that you are messing with my job for things that I did not do. It is slander and the video tape proves that you are lying. HF: You are welcome to review the tapes that contradict what you say happened. What time works best for you? Kristen: 9 am on Friday. HF: We will meet Friday morning in the upstairs lobby to
review video tape at 9 am. HF: You have mentioned more than once that you may seek legal action against the town regarding your rights being violated, isn’t that true? Kristen: Yes. HF: Should we be increasing our 2014-2015 legal budget at town meeting? Kristen: I’m not sure yet but yes, I think you should. HF: Ok, if you have nothing else to say tonight, I’ll see you Friday unless you hear otherwise from me.
B. Laurie Ellis concerns about the Gerry Road where her property is located. *Not in attendance.
5. COMMITTEE REPORTS:
A. Road Study Review Committee – Quentin Henderson; BOS had set an immediate charge for them at last BOS mtg to prepare an article for Town Warrant. This has been done and Quentin has submitted verbiage into Public Record. Proposal: “Pending approval of this article, the Road Study Committee, with support from the Board of Selectmen and the Road Commissioner, proposes to bring forward a recommendation of how to address road issues to the 2015 Annual Town Meeting”. Quen: If this article is shot down at town meeting, it will go away, if it gets approved, committee will put together a plan of action to move forward. BOS thanked Quen and committee and will await town meeting results. Application received from Herb Olson for this committee. *Motion to appoint Herb Olson to this
committee. HF/RM – Unanimous.
B. Robinson Dam Committee: HF: There will be a meeting in Oxford on May 28th. Otisfield representatives Dan Peaco and Hal Ferguson will attend.
C. Heniger Park Reassessment Committee: An email from HP resident Ed McCarthy, regarding lease termination was submitted into public record. All agree it is a good idea. RM: This committee has completed what it set out to do and all tasks are complete. BOS agree that committee will be disbanding after town meeting. HF: HP Timeline/Task handouts will be provided at Town Meeting.
6. DEPARTMENT HEADS:
A. Web Master: TT updated the FD Roster on the web site. HF: Requesting that the 2nd Monday Training be removed and updated as well.
B. IT Support: Fire Dept: David Hyer met with Fire Chief to review software system upgrade at Spurrs’ Corner. These upgrades will come from FD budget. David will be coming forward with recommendations.
C. IT Support: Town Garage: David Hyer will need a key for Town Garage to continue to monitor surveillance cameras. The router needs to be rebooted frequently. RM: The dehumidifier has been running 24/7 down there. There could be an auto/manual switch or % humidity control that needs to be adjusted. LA: Filters may need to be changed. MIM will provide David with a key and David will look into this at his next visit.
7. QUESTIONS/COMMENTS FROM THE PUBLIC.
A. Cemetery Concerns: Otisfield resident Michelle Allen and her husband David would like to bring some issues forth about South Otisfield Cemetery. This cemetery has always been a place that was thought of as beautiful and peaceful, but as of late it is not aesthetically pleasing. They have been told an endowment was left for the up keep, but they don’t feel it’s being done. They have (3) major concerns.
1) The property owner at new section has lots of trailers lined up at back corner. They believe a fence is required because it does not look good and takes away from the beauty of the cemetery.
2) The Spruce trees have all died, it would be lovely if replaced but if not possible, at least removed for safety reasons and
3) The new section is not at the same level as the old. Topsoil needs to be spread, but a significant amount of spread is needed to level it out. Would like to see this rectified.
HF: I have a plot there as well and we all agree with you. The last person handling endowment handed that over to the Town almost 7 years ago. It is unfortunate that the new section, is unsightly, but the trailers are not on town property. As far as the trees. One fell and hit a grave stone and since we own the property we have asked that the Sexton take them down. He is planning to take them down as we speak. Left hand side of cemetery is private property so a letter requesting to take down additional trees was sent and that property owner gave verbal permission to remove, but Town is requesting written permission to do this. The pile of dirt is in the plans to be leveled this year. We are going to grade the sides so there will be a slope, but it won’t be as drastic as it currently is. We moved the stones to make
it look like one stone wall rather than two. The old cemetery has been closed, because we have no idea where people are buried in there. Plots were not where they should be. Michelle: Is there thought about putting up a fence? HF: I understand that a screen or something back there would be more aesthetically pleasing, but it has not been discussed as of yet. RM: I would rather see a natural setting, as in shrubs. If not, then a wooden fence (like cedar) that fits the environment. We have the funds to do the work so I’d like to see it done this year, asap. All agree. HF: We will talk to the Town Sexton and see what he suggests. David: The 16” – 18” top soil grade may need to be addressed as well. BOS will discuss with Town Sexton.
8. ADMINISTRATIVE ASSISTANT ITEMS
A. Cedar Crest Cemetery Refund: Gordon Chamberlain is requesting a refund for 2 plots that he purchased at this cemetery. He would like his remains on his personal property. Gordon has received Planning Board approval and plans to register with the Oxford County Registry of Deeds. According to the Otisfield policy, a refund can be made with the consent of BOS. *Motion to give Gordon Chamberland a refund on his 2 plot purchase and release the plots from his ownership. HF/LA – Unanimous. Discussion: The check should be made out to Gordon and not used as a tax credit so that there is a clear paper trail to the transaction.
B. Rental of Community Hall: MIM got prices for renting halls in the surrounding area. Veterans Hall in Oxford charges $250.00. They may require a deposit as well. Still waiting for return phone calls from other halls in the area. Otisfield has a Rental Rules and Agreement application but no Policy in place. RM requesting that a 2nd phone call is made to other halls to have something to compare this to. *Tabled until an upcoming meeting when MIM can provide other hall prices.
C. EOY closing questions: 30th is a Monday. MIM discussed closing town office so that money is not an issue. Audits will start on Thursday. All agreed that office will remain open.
D. Holiday closings. MIM requesting the BOS close the Town Office to the public Memorial Day, July 4th and Labor Day. All BOS agree. It will be posted on web site.
E. Swim Lessons 7/28-8/8 $10/child forms at office. WSI – from Poland,
F. Community Hall Grant Proposal: MIM: Over the next month they will be reviewing if project is selected as finalist, the town will be notified if chosen.
9. ADJUSTMENTS TO AGENDA
A. None.
10. UNFINISHED BUSINESS
A. None.
11. SELECTMEN’S ITEMS TO BE DISCUSSED & VOTED ON
A. Town Warrant: *Motion to sign Warrant #21 to pay the town bills. HF/LA - Unanimous.
B. Article discussion- Cobb Hill and town building upgrades/improvements to be included on the town meeting warrant.
C. Time Warner Cable Representative: A letter stating that Dean Raymond is representing the Town Of Otisfield regarding Time Warner Cable has been submitted into public record. *BOS signed letter so that Dean may move forward with this process. HF will still remain a member of the group representing Lake Region towns in this effort.
D. MMA Legislative Policy Committee: Nomination form received. LA has been on this board for almost 25 years and will continue to be a member. All agree. *BOS signed nomination form listing LA is a continued member.
12. QUESTIONS OR COMMENTS FROM THE BOARD
A. Community Hall Signs, HF: (2) handicap Parking signs are needed for Community Hall location and should be placed next to the front door. Signs will be hung on the building.
B. Community Hall Items needed, HF: (2) mops and (10) folding tables. MIM will place order. RM: Trying to have new parking area completed by town meeting. A split rail fence will be installed from the Hall to the septic system sideline and over to Kelby Day’s memorial tree. Flag light was installed as discussed at a prior meeting and an outlet inside new cabinet for PA system has been completed.
C. American Flags: HF: Board agreed at a prior meeting that flags would be put up before Memorial Day. This has been completed but would like to place (2) additional flags by the Town Beach. All agree.
D. Del Maxfield, Maine Survey Consultants, Inc. in Harrison Maine sent a survey proposal for Community Hall. Survey is well defined on one side, but BOS feel an official survey should be done to avoid any discrepancies. The proposed cost is $1,500.00. *Motion to sign proposal and move forward with having Community Hall land surveyed. LA/HF – Unanimous.
E. Oxford County Regional Solid Waste meeting: LA attended meeting for this on May 14th. As of January 1st, they are going to single stream recycling, but Otisfield can continue as it has been operating. It does not need to change. It is proposed that for our town we use the same bins. All recyclable material will be accepted. This should save money overall but the transportation cost will escalate. Residents will not need to sort their recycling. Possibly 3 different rates depending on how town handles it. Another meeting will be held next month and LA plans to attend that mtg.
F. Fire Dept Tank Truck: Almost complete. LA will call them tomorrow.
G. Spurrs Corner Fire Station: LA: As discussed last mtg, a ditch or culvert is needed to the left side of the station. Richard Bean, Road Commissioner feels it is best to use crushed rock in that area and will be taking care of this.
H. Old Town House is open for viewing archival records in the summer from 2-4 PM on Wednesday’s.
I. Two Ponds Trail: HF: Bob Blake and I walked property last week and signs from Muddy River Signs have been installed. Would like to have (2) Kiosks made for Two Ponds Trail and Heniger Park. All agree. RM suggests hiring carpenter to build kiosks asap. He will work with Bob and update BOS.
J. BOS Budget Workshop – June 12th to begin at 7:00PM
13. ADJOURNMENT. *Motion to adjourn at 8:55 PM. HF/RM-Unanimous.
Respectfully submitted,
Tanya Taft, Secretary
Approved by:
Hal Ferguson, Chairman
Rick Micklon
Lenny Adler
Approved on June 4, 2014
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