Poland Board of Selectmen
Minutes of Meeting
March 20, 2007
CALL TO ORDER
Chairman Sandra Knowles called the meeting to order at 6:30PM with Selectmen Reginald Jordan, Lionel C. Ferland, Jr., Wendy Sanborn and Erland Torrey present.
Executive Session
Chairman Knowles moved that the Board of Selectmen enter into executive session with the town’s attorney, Bryan Dench, auditor Bruce Nadeau, the Assistant Town Manager and Town Manager pursuant to Title 1 MRSA Chapter 13 Public Records and Proceedings, subsection 405 Executive Sessions, subsection 6(c) Economic Development. Selectman Torrey seconded the motion. Discussion: None.
Vote: 5-yes 0-no
Executive session finished at 7:30pm.
Also present were Town Manager, Richard Chick, Assistant Town Manager Rosemary Roy, Art Dunlap, Norm Chamberlain, Steve Robinson, Bruce Nadeau, Bryan Dench, George Twine, Scott Segal, Mr. & Mrs. Bob Doyle, John Cleveland, Trudy Jacqmin, Nancy Fraser, Lester Stevens, Glenn Peterson, George Sanborn, Willie Rice, Debbie Taber, Chuck Finger, Joel Dulberg, Anthony Christakis, Joan Houston, Joe Cimino, Cindy Robbins, John & Linda Laskey, Paul Harrison, David Corcoran, and Larry Moreau.
FYE 2006 Audit Exit Meeting
Auditor Bruce Nadeau introduced himself to the audience and proceeded to go through the audit report giving an overview of the different sections of the report. In explaining his opinion letter his reasoning behind filing a disclaimer is that the town’s internal controls need to be seriously reviewed. Current practices are very messy and need to be addressed immediately. He focused on better recordkeeping, better detail with fewer accounts, performing a regular trial balance, and regular account reconciliation. He highly suggested to the Board that a finance committee be put into place to assist in achieving this much need restructuring of the town’s financial operations. He also offered to assist the finance committee and staff with this process.
Selectmen agreed that improving the current financial operations must be a priority and that a finance committee would be created. It was also agreed that the report was well done and also a wakeup call to the Board.
The Board recessed from 9:00-9:15pm.
Reports and Communications
Financial - Bills Payable
Selectman Jordan moved to approve the bills payable from March 7, 2007 through March 20, 2007 in the amount of $493,263.26. Selectman Ferland seconded the motion. Discussion: None.
Vote: 5-yes 0-no
All other reports and communication items were passed on.
OLD BUSINESS
Plains Road Bid Results
Selectman Jordan moved to accept and award the Plains Road construction project to AH Grover, Inc. at a base bid price of $435,000.00. Selectman Sanborn seconded the motion. Discussion: Selectman Knowles did not feel the bid should be accepted as unit pricing, which was a bid requirement, was omitted from the company’s proposal. Norm Chamberlain of Taylor Engineering explained that unit pricing is needed only for the adding or subtracting of materials and does not have that large of an effect on the overall project cost. Selectman Torrey felt that regardless of the importance of the item the specification of the RFP should be followed. It was noted that the Board does have the authority to waive specifications of the proposal and accept bids as presented.
Vote: 4-yes 1-no (Selectman Torrey voted in the negative.)
Town Meeting Warrant Review
Articles were reviewed and the following conclusions made:
† Use of the remaining PSB TIF Bond Funds – The Board agreed to use any funds remaining from the bond towards the Ricker Road construction however it was advised to have the town’s attorney review the wording the of article to insure that the funds could be used for the Ricker Road construction.
† Several individuals present requested that the Board put on the warrant an article specifically directly to the choice of raising $2,500.00 by taxation for the Thompson Lake Environmental Association. Many individuals felt that the town should support the protection of the lakes and the townspeople should decide on any needed funding. Some residents objected strongly to the idea. This discussion cover agenda item #10 under New Business.
New Business
Town of Otisfield Correspondence – see above
Quitclaim Request
Selectman Ferland moved to authorize and approve the request for a quitclaim to Mary Ellen Baizley, account #1323, for tax years 2004-2007. Selectman Sanborn seconded the motion. Discussion: None.
Vote: 5-yes 0-no
Employee Health Insurance Benefit
The consensus of the Board was to continue to provide employees the option of accepting a $500.00 stipend in lieu of health coverage benefits.
Planning Board Payment Request
Selectman Ferland moved to authorize the escrow payment of $1,400.00 to AVSWCD and $2,181.85 to Robert Faunce for planning services. Selectman Sanborn seconded the motion. Discussion: None.
Vote: 5-yes 0-no
Recognition of Visitors
None.
Any Other Business
None.
Selectman Ferland moved to recess the meeting at 10:00pm and reconvene on Wednesday, March 28, 2007 at 7:00pm. Selectman Torrey seconded the motion. Discussion: None.
Vote: 5-yes 0-no
Recorded by: Rosemary E. Roy
Board of Selectmen
________________________________ ________________________________
Sandra T. Knowles, Chairman Erland M. Torrey, Vice Chairman
________________________________ ________________________________
Wendy S. Sanborn Lionel C. Ferland, Jr.
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