Poland Board of Selectmen
Minutes of Meeting
December 18, 2007
CALL TO ORDER
Chairman Lionel C. Ferland, Jr. called the meeting to order at 6:30PM with Selectmen Sandra Knowles, Wendy Sanborn, Erland Torrey and Joseph Cimino present. The Town Manager and Recording Secretary were also present.
Executive Session
Selectman Knowles moved that the Board of Selectmen enter into executive session with the Town Manager pursuant to Title I, MRSA, Chapter 13 Public Records and Proceedings, § 405 Executive Sessions, § 6(a) to discuss a personnel matter. Selectman Sanborn seconded the motion. Discussion: None.
Vote: 5-yes 0-no
Executive session ended at 7:30pm. The Board recessed for five-minutes.
FYE 2007 Audit Exit Meeting
Ron Smith, chief auditor of RHR Smith & Company, presented the Board with a draft of the FYE 2007 audit and management letter. He went through each document explaining the various sections and their meanings. The following highlights and recommendations were discussed:
The town is in better financial shape then originally expected with an undesignated fund balance deficit of $618,429. Remaining funds left over from the building of the sand and salt shed were applied to lower the fund balance.
For FYE 2008 the auditor noted that the Board could make the towns financial situation improve more by reviewing other reserve accounts and determining if there is still a need for these accounts.
It was also suggested that the payback schedule to Poland Spring Bottling be reduced to a short number of years and to get that debt paid as soon as possible.
Also recommended were portions of state/municipal revenue sharing not being held and carried over into the next fiscal year. The funds are use in the current fiscal year.
The auditor is also going to continue the work concerning the Ricker Library assets.
The auditing consultants are going to continue their work assisting the financial office in organizing and simplifying the managing of town accounts.
The Board and members of the audience asked questions of the auditor. The audit review concluded at 8:55pm. The consensus of the Board was to take a ten-minute break. Business resumed at 9:05pm
Minutes of Previous Meeting
Selectman Knowles moved to approve the meeting minutes of September 4, 2007, September 12, 2007, October 2, 2007, October 16, 2007, October 20, 2007, November 7, 2007, November 20, 2007, and December 4, 2007. Selectman Torrey seconded the motion. Discussion: None.
Vote: 5-yes 0-no
Bids
Furnace Maintenance Bid – Selectman Knowles moved to award the furnace maintenance bid to Nason Mechanical in the amount of $4,720.00 for a period of two years to preclude any increases. Selectman Sanborn seconded the motion. Discussion: This bid does not include the Ricker Library.
Vote: 5-yes 0-no
Appointments
Selectman Knowles moved to appoint resident Susan J. Ellis to the Conservation Commission. Selectmen Sanborn seconded the motion. Discussion: None.
Vote: 5-yes 0-no
Recognition of Visitors (A list of visitors who attended the meeting are attached to these minutes.)
Residents Glenn Peterson, Nancy Fraser & George Sanborn spoke to the Board regarding the 2007 audit, the town manager’s review and titles of individuals present before the Board.
Reports and Communications
Town Manager’s Report - The Town Manager provided a brief verbal summary of his report for the Board.
Financial Report – Reviewed no discussion.
Communications
The following materials were included in the meeting packets:
Monthly Department Reports
Remote Deposit Capture
Comprehensive Planning Committee Meeting Minutes 11/29/07
Economic Development Committee Meeting Minutes 11/1/07 and 12/06/07
Resident Correspondence
Lake & Watershed Resource Management Associates Correspondence
OLD BUSINESS
Revaluation Bid – Selectman Knowles moved to award the revaluation bid to RJD Appraisal in the amount of $210,500.00. Selectman Torrey seconded the motion. Discussion: Selectmen Cimino strongly disagreed in accepting the bid. He felt the service already received by this company has not been beneficial to the town. He felt the Board should put the work out to bid again. Selectman Sanborn was also opposed to accepting the bid.
Vote: 3-yes 2-no (Selectmen Sanborn & Cimino voted in the negative.)
Old School House Use Resolution – rescheduled to 1/2/08
Appointment Ordinance - rescheduled to 1/2/08
Personnel Policy – Selectman Knowles moved to accept and approve the Personnel Policy as presented with the use of option #2 in section 3/Greivences with the new policy to take effect on January 1, 2008. Discussion: None.
Vote: 5-yes 0-no
New Business
Ricker Memorial Library - rescheduled to 1/2/08
Mailbox Guidelines - rescheduled to 1/2/08
Sale of Highway Truck – The Board collectively approved the sale.
Closing the Town Office at 4:00pm on New Year’s Eve - The Board collectively approved the request.
Payables
Selectman Torrey moved to approve the payables from December 4, 2007 through December 18, 2007 in the amount of $366,797.88. Selectman Sanborn seconded the motion. Discussion: There is still $60,000.00 being held for the Ricker Road project to be completed in the spring.
Vote: 5-yes 0-no
Any Other Business
Upon request Chairman Ferland stated that the Board was very pleased with what the new Town Manager has already done for the town and that the town is now moving forward.
Selectman Torrey inquired as to the build up of icicles on the town office building. Dana would look into it.
Adjourn
Selectman Sanborn moved to adjourn at 10:05pm. Selectman Torrey seconded the motion. Discussion: None.
Vote: 5-yes 0-no
Recorded by: Rosemary E. Roy
Board of Selectmen
________________________________ ________________________________
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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