Poland Board of Selectmen
Minutes of Meeting
April 3, 2007
CALL TO ORDER
Chairman Sandra Knowles called the meeting to order at 7:00PM with Selectmen Reginald Jordan, Lionel C. Ferland, Jr., Wendy Sanborn and Erland Torrey present.
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Also present were Town Manager, Richard Chick, Assistant Town Manager Rosemary Roy, Paul Harrison, Glenn Peterson, Lester Stevens, Scott Segal, Joel Dulberg, Mark Gray, Debbie Taber, Bill Stubbs, George Twine, George Sanborn, Trudy Jacqmin, Joe Cimino, Guy Desjardins, Rebecca Moran, Nancy and Richard Fraser.
Minutes of Previous Meeting
None.
Reports and Communications
Assistant Town Manager’s Report - Selectman Jordan moved to approve the Assistant Town Manager’s biweekly report. Selectman Ferland seconded the motion. Discussion: Due to the increase in returned checks the Board concurred that a $25.00 return check fee should be established.
Vote: 5-yes 0-no
Selectman Torrey moved to add to the town’s fee schedule a return check fee of $25.00. Selectman Sanborn seconded the motion. Discussion: None.
Vote: 5-yes 0-no
Town Manager’s Report - Selectman Ferland moved to approve the Town Manager’s biweekly report. Selectman Sanborn seconded the motion. Discussion: None.
Vote: 5-yes 0-no
Finance Director’s Report
Selectman Sanborn moved to accept the Finance Director’s biweekly report. Selectman Torrey seconded the motion. Discussion: None.
Vote: 5-yes 0-no
Review Bills Payable/Monthly Warrants
Selectman Ferland moved to approve the Town Treasurer’s Warrant for March 2007 in the amount of $1,269,189.53. Selectman Jordan seconded the motion. Discussion: None.
Vote: 5-yes 0-no
Selectman Torrey moved to approve the A. B. Ricker Memorial Library Treasurer’s Warrant for March 2007 in the amount of $10,154.46. Selectman Sanborn seconded the motion. Discussion: None.
Vote: 5-yes 0-no
Selectman Torrey moved to approve the bills payable from March 20, 2007 through April 3, 2007 in the amount of $657,061.54. Selectman Ferland seconded the motion. Discussion: None.
Vote: 5-yes 0-no
Communications
The following materials were included in the meeting packets:
· DECD approval letter for Downtown Village TIF District – The Board would like to meet with the representative from DECD at a future meeting.
· MMWAC February Report
· Androscoggin County Commissioners Newsletter
· Time Warner Cable – 2006 Annual Report
· School Committee meeting minutes of 3/7/07
· School March Knightly Newsletter
OLD BUSINESS
R & R Construction – Payment for Poland Contract #4 (Bus/Union Office) – Engineer Mark Gray explained to the Board that this bill was being presented late due to simple oversight of both the contractor and himself. It was the fourth and last change order on the project and because items had to be ordered and the work completed after the rest of the job was complete, billing was simply overlooked until now when R & R Construction discovered the oversight in reviewing their books. He confirmed that this change order was filled and that the project is completed. Selectman Jordan moved to pay the Poland Contract change order #4 for the Bus/Union office construction project in the amount of $3,912.90. Selectman Torrey seconded the motion. Discussion: Although they do not object
to payment both Selectman Knowles and Selectman Sanborn felt two years was too long to submit a bill for payment.
Vote: 5-yes 0-no
Town Meeting
The Board received in their packets a copy of the handout for Town Meeting regarding information involving the change in employee benefits as presented by the Employment Advisory Board. Scott Segal, chairman for the committee gave a brief overview of the handout and the reasoning behind it. No comments were made from the Board.
The Board divided the Town Meeting Warrant articles amongst themselves for the purpose of easing discussion at Town Meeting.
New Business
Citizen Correspondence
R. Chick stated that there is no formal process as to a licensed trash hauler using the Town’s account to unload trash. It is basically a memo to that effect. Selectman Sanborn would like a copy of the authorization.
Quitclaim Requests
Selectman Ferland moved to grant a Quitclaim to Sandra Steele/John Flynt, for property located on Map 11, Lot 6B, payment received in the amount of $1,258.75 for tax years 2002-2007. Selectman Jordan seconded the motion. Discussion: None.
Vote: 5-yes 0-no
Selectman Torrey moved to grant a Quitclaim to David Hodgkin, for property located on Map 8, Lot 69, payment received in the amount of $4,055.59 for tax years 2005-2007. Selectman Sanborn seconded the motion. Discussion: Art Dunlap stated to the Board that there is a violation on the property in question. The Board did not feel this should have any bearing on granting approval.
Vote: 5-yes 0-no
Recognition of Visitors not Scheduled on Agenda
Glenn Peterson and others present asked different questions of the Board relating to the FYE 2006 audit, the recall ordinances, the TIF account adjustments, and other items. The Board stated that there would be a meeting with the auditor on April 17th to discuss the FYE 2006 audit. Clarification was provided on other items to be presented at Town Meeting.
Sheriff Guy Desjardins introduced himself to the Board and briefly spoke to his plans as the newly elected Androscoggin County Sheriff.
Any Other Business
Selectman Ferland stated that the Board should carry out the recommendations of the town’s auditor and establish a town Finance Committee made up of three qualified individuals to assist in the review and restructuring of the town’s finances. Rosemary will advertise for volunteers.
Citizen David Hodgkins spoke and expressed that he was offended by something that was said earlier in the meeting by the Selectmen. It was noted that the comment was not intended to offend Mr. Hodgkins.
Executive Session
Selectman Ferland moved that the Board of Selectmen enter into executive session with the Town Manager pursuant to Title 1 MRSA Chapter 13 Public Records and Proceedings, subsection 405 Executive Sessions, subsection 6(A) to discuss a personnel matter. Selectman Sanborn seconded the motion. Discussion: None.
Vote: 5-yes 0-no
Upon the conclusion of Executive Session the following arrangements and action took place:
This is an agreement between the Board of Selectmen and Town Manager Richard Chick in response to his letter that he will not seek reappointment as Town Manager at the end of his current term, June 30, 2007.
It is with deep regret, and grateful appreciation for his many years of dedicated service to the Town of Poland.
As a result of his decision, we propose the following severance package:
1. The Board of Selectmen will either pay Mr. Chick’s individual health insurance costs including the IRS 162 ruling until his 65th birthday or, the Board will pay him $1,000.00 for each year that he has provided excellent service to the town, including any taxes generated by that option.
2. Mr. Chick will also be paid for vacation time he has accrued, as well as sick days accumulated.
Selectman Sanborn moved to accept Mr. Chick’s letter of intent not to seek reappointment with deep regret. Selectman Jordan seconded the motion. Discussion: None.
Vote: 5-yes 0-no
Selectman Knowles moved to provide Mr. Chick with the aforementioned agreement. Selectman Torrey seconded the motion. Discussion: None.
Vote: 5-yes 0-no
Adjourn
Selectman Ferland moved to adjourn at 9:35pm. Selectman Torrey seconded the motion. Discussion: None.
Vote: 5-yes 0-no
Recorded by: Rosemary E. Roy and Board of Selectmen
Board of Selectmen
________________________________ ________________________________
Sandra T. Knowles, Chairman Erland M. Torrey, Vice Chairman
________________________________ ________________________________
Wendy S. Sanborn Lionel C. Ferland, Jr.
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