Poland Board of Selectmen
Minutes of Meeting
April 17, 2007
CALL TO ORDER
Chairman Sandra Knowles called the meeting to order at 6:15PM with Selectmen Lionel C. Ferland, Jr., Wendy Sanborn, and Joseph Cimino (7:15pm arrival) present. Erland Torrey was absent with notification.
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Also present were Town Manager, Richard Chick, Assistant Town Manager Rosemary Roy, Lois Snowe-Mello, Rosemarie Dulberg, Joel Dulberg, Art Dunlap, Neria Douglas George Sanborn, George Twine, Jim George, Paul Harrison, Debbie Taber, Glenn Peterson, John Cleveland, Trudy Jacqmin, Willie Rice, Nancy Fraser, Richard Fraser, William Stubbs, Steve Robinson, Poppy Crouch, Scott Segal, Heidi Lucas, Gary Russell and Dixie Piper.
FYE 2005 State Audit - Update
Auditor Jim George summarized for the Board his findings on the post audit of the town’s 2005 finances. He stated that he and his firm are 95% done with the audit and expect to have it completed and to the Board by the end of May. Specific items discussed were as follows:
3 minor adjustments were made - 2 within in the schools figures and 1 with the town which were basically due to poor communications
3 major issues - no trial balance, lack of internal controls and reconciliation of accounts
Mr. George stated that there are no indicators of any fraud. He highly suggested that the town hire one auditing firm to conduct the audits for both the school and town. If not, it should be stressed that there is a clear line of communication between the two firms. It is very important that the town gets its books in order and adopts the necessary means to accomplish this as soon as possible. The top priority would be to have a trail balance as of the close of the fiscal year. The Board agreed that steps need to be taken to achieve this and they are currently working on the issues.
Citizen, Glenn Peterson spoke on behalf of the citizens who solicited the petition thanking Mr. George and his firm for their hard work.
Organization of the Board
Selectman Ferland moved to table item number two on the agenda until the next meeting. Selectman Sanborn seconded the motion. Discussion: None.
Vote: 3-yes 0-no
Minutes of Previous Meeting
Selectman Ferland moved to approve the meeting minutes of February 20, 2007. Selectman Sanborn seconded the motion. Discussion: None.
Vote: 3-yes 0-no
Selectman Sanborn moved to approve the meeting minutes of February 26, 2007. Selectman Ferland seconded the motion. Discussion: None.
Vote: 3-yes 0-no
Selectman Sanborn moved to approve the meeting minutes of March 6, 2007. Selectman Ferland seconded the motion. Discussion: None.
Vote: 3-yes 0-no
Reports and Communications
Finance Report - Selectman Sanborn moved to accept the Finance Director’s biweekly report. Selectman Ferland seconded the motion. Discussion: None.
Vote: 3-yes 0-no
Review Bills Payable/Monthly Warrants
Selectman Ferland moved to approve the bills payable from April 4th, 2007 through April 17, 2007 in the amount of $600,656.94. Selectman Sanborn seconded the motion. Discussion: None.
Vote: 3-yes 0-no
Code Enforcement Office – It was discussed with Mr. Dunlap the new development of a broadcasting crew. Rosemary distributed a memo to all staff, committees and boards with basic guidelines on requesting an event to be broadcast. Mr. Dunlap has offered to oversee operations and would also like the participation of a Board member. Selectman Sanborn offered to participate. Selectman Ferland moved to accept the Code Enforcement Officer’s report for March 2007. Selectman Sanborn seconded the motion. Discussion: None.
Vote: 3- yes 0-no
Law Enforcement – Selectman Ferland moved to accept the Law Enforcement report for March 2007. Selectman Sanborn seconded the motion. Discussion: Deputy Peters will be on duty while Resource Officer John Collins is out on a sick leave. Deputy Samson will take over the duties as Resource Officer.
Vote: 3- yes 0-no
NOTE: Selectman Cimino arrived at this point.
Fire Rescue Department - Selectman Sanborn moved to accept the Fire Rescue report for March 2007. Selectman Ferland seconded the motion. Discussion: None.
Vote: 4- yes 0-no
Public Works Department
Selectman Ferland moved to accept the Public Works report for March 2007. Selectman Sanborn seconded the motion. Discussion: Selectman Ferland gave a brief summary on the road conditions from the storm and the snowplow incident on the Jackson Road was also discussed.
Vote: 4- yes 0-no
Animal Control - Selectman Sanborn moved to accept the Animal Control Officer’s report for March 2007. Selectman Ferland seconded the motion. Discussion: None.
Vote: 4- yes 0-no
County Communications - Selectman Ferland moved to accept the County Communications report for March 2007. Selectman Sanborn seconded the motion. Discussion: None.
Vote: 4- yes 0-no
Recreation Department - Selectman Sanborn moved to accept the Recreation Department report for March 2007. Selectman Ferland seconded the motion. Discussion: None.
Vote: 4- yes 0-no
Assistant Town Manager’s Report – Selectman Ferland moved to approve the Assistant Town Manager’s biweekly report. Selectman Sanborn seconded the motion. Discussion: None.
Vote: 4-yes 0-no
Town Manager’s Report – Selectman Cimino moved to approve the Town Manager’s biweekly report. Selectman Sanborn seconded the motion. Discussion: The option of adding sidewalks to the Plains Road project was discussed at length with several residents attending the meeting. Many opposed to the idea and suggesting a multipurpose lane as an alternative. The Board agreed to take no action at this time and that perhaps this would be something the Comprehensive Planning Committee could explore.
Vote: 4-yes 0-no
Communications
The following materials were included in the meeting packets:
· LPIA Report March 2007
· General Assistance Report March 2007
· School Department Financial Report – March 2007
· Sheriff’s correspondence
OLD BUSINESS
Audit RFP Bid Results – Selectman Knowles moved to schedule interviews with the two firms submitting bids for the first meeting in May. Selectman Ferland seconded the motion. Discussion: Selectmen Cimino felt there was still plenty of time to hire an auditor and that the Board should postpone the interviews. Other members noted that this was the second RFP solicited for an auditor and the 2007 FYE is quickly approaching.
Vote: 3-yes 1-no (Selectman Cimino voted in the negative.)
Downtown Village TIF District - KP Realty Development – John Cleveland presented to the Board the payment agreement with KP Realty and the town in relation to the design plans for the center lane on route 26. The agreement is that the bill for $1800.00 would be split in half between KP Realty and the town. The town’s portion would be paid from TIF funds. The only stipulation is that the town would pay the entire bill up front and when the first tax payment is made on the development (FYE 2008) the town would be reimbursed from KP Realty’s TIF earnings.
Mr. Cleveland further clarified for the Board and residents that it is only when expenditures in a TIF program are large and require a bond that it needs to go before the townspeople for approval. Items such as this only need the approval of the Board.
Selectman Cimino moved to approve the agreement as presented at a cost of $900.00 to the Downtown TIF development project and to authorize the Town Manger to sign said agreement. Discussion: None.
Vote: 4-yes 0-no
Selectman Cimino moved to authorize the Town Manger to sign the letter of commitment regarding the KP Realty development as required under the guidelines of the Maine DECD. Discussion: None.
Vote: 4-yes 0-no
Finance Committee Applicants – Two applications were presented and a third interest was provided at the meeting. At a previous meeting the Board elected to have a committee of three. Interviews were conducted and the following motions were made:
Selectman Sanborn moved to appoint Heidi Lucas to the Finance Advisory Committee. Selectman Ferland seconded the motion. Discussion: None.
Vote: 4-yes 0-no
Selectman Cimino moved to appoint Steve Robinson to the Finance Advisory Committee. Selectman Sanborn seconded the motion. Discussion: None.
Vote: 4-yes 0-no
Selectman Sanborn moved to appoint Rebecca Moran to the Finance Advisory Committee. Selectman Cimino seconded the motion. Discussion: None.
Vote: 2-yes 2-no (Selectmen Ferland and Knowles voted in the negative.) Motion failed.
Charter Commission Appointments
Selectman Ferland moved to appoint Senator Lois Snowe-Mello to the Charter Commission. Selectman Sanborn seconded the motion. Discussion: None.
Vote: 3-yes 1-no (Selectman Knowles voted in the negative.)
Selectman Ferland moved to appoint Sylvia Conley to the Charter Commission. There was no second.
Selectman Ferland moved to appoint Larry Moreau to the Charter Commission. There was no second.
Selectman Knowles moved to appoint Nancy Fraser to the Charter Commission. Selectman Sanborn seconded the motion. Discussion: None.
Vote: 4-yes 0-no
The Board would like other citizens who ran for a position on the Charter Commission to be contacted to see if they have interest in be appointed to commission. Rosemary will look into it.
New Business
Town Manager Search
Mr. Chick presented several policy areas for the Board to consider on before embarking on the Town Manager recruitment effort. A discussion took place regarding the size and make up of the committee.
Selectman Cimino moved to have one staff member on the committee. Selectman Sanborn seconded the motion. Discussion: None.
Vote: 2-yes 2-no (Selectmen Knowles and Ferland voted in the negative.) Motion failed.
Selectman Cimino moved to have a committee of five. Selectman Sanborn seconded the motion. Discussion: Selectmen Knowles and Ferland felt two should be at least seven.
Vote: 2-yes 2-no (Selectmen Knowles and Ferland voted in the negative.) Motion failed.
Selectman Sanborn moved to have a committee of no more than seven. Selectman Ferland seconded the motion. Discussion: None.
Vote: 3-yes 1-no (Selectman Cimino voted in the negative.)
Possible structure of the committee may be as follows: 2 Selectmen, 1 School Committee Member, 2 Staff and 2 Residents. The Board stated that if anyone was interested that they should fill out an application at the front office.
Planning Board Business – escrow consulting services
Selectman Sanborn moved to authorize the payment of consulting escrow services to Bob Faunce in the amount of $946.80. Selectman Ferland seconded the motion. Discussion: None.
Vote: 4-yes 0-no
Selectman Ferland moved to authorize the payment of consulting escrow services to AVSWCD in the amount of $1360.00. Selectman Sanborn seconded the motion. Discussion: None.
Vote: 4-yes 0-no
Recognition of Visitors
None.
Any Other Business
Selectman Ferland suggested that a letter be sent to Eagle Scout Andrew Cotterly from the Board of Selectmen, regarding his recent accomplishment. The Board agreed.
Adjourn
Selectman Sanborn moved to adjourn at 9:45PM. Selectman Cimino seconded the motion. Discussion: None.
Vote: 4-yes 0-no
Recorded by: Rosemary E. Roy
Board of Selectmen
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Sandra T. Knowles, Chairman Erland M. Torrey, Vice Chairman
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Wendy S. Sanborn Lionel C. Ferland, Jr.
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Joseph Cimino
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