Poland Board of Selectmen
Minutes of Meeting
May 24, 2007
CALL TO ORDER
Vice Chairman Erland Torrey called the meeting to order at 7:00PM with Selectmen Lionel C. Ferland, Jr., Wendy Sanborn, and Joseph Cimino present. Sandra Knowles was absent with notification.
Also present were Town Manager, Richard Chick, Assistant Town Manager Rosemary Roy, Debbie Taber, Greg & Doris Herrick, George Sanborn, William Stubbs, and Rebecca Moran.
OLD BUSINESS
Finance Advisory Committee
The Board discussed several areas in relation to the charge of the Finance Advisory Committee. Stating that the goal of the committee would be the monitoring of the town’s finances on a regular basis and providing a periodic overview to the Board. All Board members agreed that the first priority must be a trial balance, the books must then be reconciled and there needs to be an overhaul of internal controls. The Board realized that without the books in order it would be difficult for the committee to act on their charge. It was also expressed that a committee may not be needed after the books are in order. In addition, they may want to wait until the new Town Manager is hired.
Finance Consulting Services
Rosemary submitted to the Board a summary of consulting fees with several firms who were sent the audit RFP. The lowest cost was that of RHR Smith in which Rosemary reported their firm is very familiar with the financial software program the town uses and they are the firm that will be doing the 2007 audit. Rosemary further explained that RHR would come in for one week and then report back to the Board on their progress and the Board could then decide whether or not to continue with the services. It was suggested that the Board begin with a $5,000.00 spending limit.
Selectman Cimino moved to hire RHR Smith to provide financial consulting service to the town at a budgeted amount of $3,000.00. Selectman Sanborn seconded the motion. Discussion: None.
Vote: 4-yes 0-no
New Business
Recognition of Visitors
Citizen Greg Herrick spoke to the Board regarding several concerns he has with town roads. They were as follows:
Brown Road – terrible condition - needs more than just holes repaired;
Lewiston Junction Road – some areas were damage and not repaired to original condition after the water line was installed;
Ricker Road – asked the Board to look into giving that road to Mel & Cindy Robbins the owners of the Poland Spring Inn;
Sweeper Use in Mechanic Falls – will all the recent road damage from the April storm why is Public Works currently working in Mechanic Falls;
Jackson Road – Ever since the Jackson Road was resurfaced Mr. Herrick has a had a horrible time keeping water out of his ditch and leach field; the resurfacing caused a slight slope in the road that was not there previously; he would like the town to see about correcting the problem;
Budgets – suggested that the Board look into outsourcing mechanical work on town vehicles as opposed to having two full time mechanics.
The Board thanked Mr. Herrick for sharing his concerns. The Board would see that these areas are looked into.
Citizen William Stubbs asked the Board for an explanation on how the TIF programs effect state valuations and state funds. The Board suggested that Mr. Stubbs meet with the Assessing Clerk and the Financial Director as they could better explain how that works. Rosemary will see that a meeting is set up.
Any Other Business
Finance Director, Debbie Taber submitted a memo to the Board regarding questions on the financial report. She is asking that they fill out the form she has provided and to submit their questions directly to her. A lengthly discussion followed relating to the Board’s responsibilities involving the payables and the financial accounts. The Board agreed to try this procedure on a trail basis and once the books are straightened out they will see if this procedure will be needed.
Board Inquiries:
Contacting Cindy Robbins and the letter to the Sheriff will be completed this week by the manager.
The gravel pit on Herrick Valley Road is still an open pit.
Rosemary will look into how use permits could be issued directly at the Transfer Station.
Selectman Sanborn would like to see what guidelines the town uses for private rubbish haulers.
The Board also discussed who is responsible for the final hiring of the Public Works Director. Selectmen Ferland explained that it usually comes under the direction of the Town Manager however, in the past, Mr. Chick has usually discussed his choice with the Board before making his final decision. Mr. Chick will see that Board members receive a copy of the job description.
Greg Herrick asked the Board for clarification of dirt being hauled across town and dumped at a location in Mechanic Falls. Mr. Chick stated that the incident should not have taken place and he has instructed Public Works staff that all dirt is to be hauled to the town’s pit.
Adjourn
Selectman Cimino moved to adjourn at 9:09pm. Selectman Sanborn 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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Lionel C. Ferland, Jr. Wendy S. Sanborn
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Joseph Cimino
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