Poland Board of Selectmen
Minutes of Meeting
July 3, 2007
CALL TO ORDER
Chairman Lionel C. Ferland, Jr. called the meeting to order at 7:00PM with Sandra Knowles, Wendy Sanborn, Erland Torrey and Joseph Cimino present.
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Also present were Dana Lee, David Corcoran, George Sanborn, George Twine, Gary Russell, Joel Dulberg, Glenn Peterson, Rebecca Moran, Nancy & Richard Fraser and Dan Roy.
Minutes of Previous Meeting
Selectman Knowles moved to approve the meeting minutes of April 3, 2007. Selectman Sanborn seconded the motion. Discussion: None.
Vote: 4-yes 0-no 1-abstained (Selectman Cimino abstained; he was not a Selectman at that time.)
Selectman Knowles moved to approve the meeting minutes of April 17, 2007. Selectman Sanborn seconded the motion. Discussion: None.
Vote: 4-yes 0-no 1-abstained (Selectman Torrey abstained; he did not attend the meeting.)
Selectman Torrey moved to approve the meeting minutes of May 24, 2007. Selectman Sanborn seconded the motion. Discussion: None.
Vote: 4-yes 0-no 1-abstained (Selectman Knowles abstained; she did not attend the meeting.)
Reports and Communications
Town Manager’s Report – the Town Manager submitted a written report to the Board and summarized for the public and the Board the contents of his report (the manager’s detailed report can be obtained through the main office). Specific topics discussed were new procedures relating to meeting packets, departmental questions/concerns, staff attendance to Board meetings, and the status of the consolidation of town trust accounts.
The manager also discussed with the Board the idea of holding a meeting with residents to listen to what their concerns and or visions are for the town. The Board liked the idea and agreed with the manager to go ahead and set a date.
Selectman Knowles asked the manager to check into the current status of cemeteries being mowed.
The final Town Manager report from Richard Chick was also submitted to the Board. Selectman Torrey, in reference to the construction on Plains Road, thanked the contractor for smoothing the road out and limiting the dust during the holiday. Dana plans to update the Board at their next meeting on current road conditions once he has had a chance to sit down with foreman Ron Gagnon.
It was confirmed for Selectman Sanborn that alternate CEO, Elwin Thorpe is available if needed while Art Dunlap is on vacation. It was also asked if the locks to the town buildings should be re-keyed. Rosemary explained that it is a very expensive process and it was just done two years ago. She further explained that individuals must sign out any keys and there is a list kept in the front office.
The manager also reported that the repair costs to the Town Hall are currently being defined and reported to the insurance company.
Financial Business
Financial Consulting – the Finance Director submitted an updated report on the consulting services highlighting an increase to the cash ending balance for FYE 2006 of $109,068.80 found in outstanding accounts payable. Due to the close of the FYE 2007 the financial reports will be available at the second meeting in July. The FEMA Financial Report for the April 2007 storm reflecting town reimbursements was also submitted to the Board in their packets.
Payables
Selectman Torrey moved to approve the bills payable from July 1, 2007 through July 3, 2007 in the amount of $11,689.38 for the FYE 2007 and $52,598.57 for the FYE 2008. Selectman Knowles seconded the motion. Discussion: None.
Vote: 5-yes 0-no
Recommitment of Taxes – Selectman Knowles moved to authorize and approve the Certificates of Settlement for outstanding taxes for years 1990 through 2007. Selectman Cimino seconded the motion. Discussion: Dana noted that many of those outstanding taxes are personal property that are not collectable and will be abated at a later date.
Vote: 5-yes 0-no
Selectman Cimino moved to recommitment the outstanding taxes for years 1990 through 2007 to tax collector Dana K. Lee. Selectman Knowles seconded the motion. Discussion: None.
Vote: 5-yes 0-no
Communications
None.
OLD BUSINESS
Town Hall Ramp – Tabled until the manager has had time to review the file.
FYE 2005 Post Audit Exit Meeting – Auditor Jim George, due to his schedule offered to conduct a conference call with the Board regarding his conclusions of the FYE 2005 post audit. The Board feels that out of respect for the petitioners Mr. George should conduct the exit meeting in person. Dana will look into it and see that a meeting is arranged.
Appointments
MMWAC Representatives – Selectman Knowles moved to appoint David Corcoran as Poland’s voting member to MMWAC and Town Manager Dana Lee as the alternate member. Selectman Cimino seconded the motion. Discussion: David provided the Board with a brief update stating that currently the town is showing to be a high member which is probably due to the lack of enforcing more recycling. David was asked to find out how much of the town’s trash is due to independent haulers. Dana stated that reestablishing the Solid Waste committee is one of the items on his list.
Vote: 5-yes 0-no
AVCOG Representatives – Selectman Knowles moved to appoint Wendy Sanborn and Dana Lee as Poland’s representative members to AVCOG. Selectman Cimino seconded the motion. Discussion: None.
Vote: 4-yes 0-no 1-abstained (Selectman Sanborn)
General Assistance
Selectman Knowles moved to appoint Dana K. Lee to the position of Overseer of the Poor and to authorize him to delegate such responsibilities, as he seems appropriate. Selectman Sanborn seconded the motion. Discussion: None.
Vote: 5-yes 0-no
New Business
None.
Recognition of Visitors
Glen Peterson asked Mr. Lee to consider a suggestion box in the front office. He also shared his concerns as to how soon a revaluation was going to be conducted as he felt it was something that should have been done a couple of years ago.
Any Other Business
The manager also submitted the start of a Finance Policies document, a sample Request for Action form, which he plans to implement by the end of July, and his current goals.
Selectman Knowles asked Dana to look into the two breakdowns at the same location on the Schellinger Road.
The Map Committee would be reestablished by budget time.
The truck bid and for sale items will be taken care of in the next week.
Adjourn
Selectman Torrey moved to adjourn at 8:30pm. Selectman Cimino seconded the motion. Discussion: None.
Vote: 5-yes 0-no
Recorded by: Rosemary E. Roy
Board of Selectmen
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Lionel C. Ferland, Jr., Chairman Erland M. Torrey, Vice Chairman
________________________________ ________________________________
Sandra T. Knowles Wendy S. Sanborn
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Joseph F. Cimino
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